For any business organization, hiring a new employee is a complicated and time-consuming process. And when the recruiting team finds a new hire, the biggest challenge is to ensure that the new employee is set up to have a successful long-term career at the company. And that’s where having a well-thought-out employee onboarding process can be beneficial. A quick first step in your journey of building an onboarding process is to build an onboarding checklist
But what exactly is an onboarding checklist? It is a checklist of the series of events or tasks mapped out at different phases on the timeline of the employee’s onboarding journey.
In this blog post, we will give you a checklist to quickly get kick-started to creating the most effective onboarding process for your business organization. So, let’s get started! We have divided this checklist into three phases.
Phase 1: PREBOARDING
Once you have interviewed the candidates to narrow down to the best candidate, the preboarding process begins. The goal of the preboarding stage is to get a proactive start to the onboarding process by welcoming the employee and keeping them engaged till their first day. It is also a very efficient phase to leverage for efficiency in terms of collecting forms and documentation.
Start by giving the employee a delightful welcome. How exactly to add this ‘delight’? Humanize and personalise the message. Invite the team managers or members to send out a video welcoming the new employee and introducing themselves.
Collect employee details and forms
There are many time consuming tasks in the onboarding process and those include forms and documentation. Get a headstart to these by creating an easy to use digital process so the employee can complete them from their mobile device. Completing such tasks in advance creates a more seamless first day where the focus can be on engagement.
Assign tasks to internal stakeholders
Onboarding is always a team sport. Invite other internal stakeholders such as the hiring manager and IT team to actively contribute by completing tasks necessary to set up the employee for success. These can include setting up hardware equipment or preparing the workdesk for day 1 or choosing an onboarding buddy. Assign the tasks well in advance so the stakeholders have enough time to complete them.
Share the right information
As the employee gets closer to day 1, they would want to know more specific details about the company such as the medical benefits plan or company policies. Across the pre-boarding timeline, slowly share bit sized content across important milestones in a drip campaign. This ensures that there isn’t information overload on the first day.
Additionally, make sure to send other details such as leave policy, holiday calendar, email use, office directions, code of conduct, and such crucial details.
Set up the right meetings
Starting day 1 with an empty calendar can create an anxious experience for the employee. During the preboarding phase, employees get more excited and curious as day 1 approaches. Being upfront in sending out meeting invites or orientation agendas can go a long way in leveraging that excitement as a point of engagement.
Phase 2: ONBOARDING (First few days)
As an organization that is trying to streamline its new employee onboarding process, there will have to be a special focus on the first week of the new employee. These are the first days of a employee’s new chapter in their career and hence a very special time.
Engaging and fun icebreakers
Personal and fun moments are no doubt the highlight of most of our onboarding experiences. Orchestrate orientation events where new employees can meet fellow new employees as well as their managers and team members via engaging ice breakers. The format of these games lend really well to creating a sense of inclusivity. The first day should be all about personal connections and meaningful moments rather than operational events.
Introduce them to the company culture
We can imagine the first day to be the time when a new sailor joins a ship. They’re looking to know where exactly the ship is sailing and all about the upcoming challenges in their upcoming journey. Use this moment to motivate employees by sharing key mission and cultural values. Setup a candid Q&A session with key company leaders so employees can orient their compasses in the right direction
Phase 3: ONBOARDING (First 3 months of the new employee)
The first three months of any new role are crucial to whether the employee perceives the company as a long term career partner
Discuss long-term professional growth
Every new employee will have specific career goals and areas they’d like to grow at. Encourage managers to work with the employee to create a long term development plan. Ensure that the employee is well aware of all the learning/educational benefits at their disposal. A motivated employee who leverages the resources offered by the company can chart an incredible career of long-term growth along with the company.
Gather Feedback and Iterate
Always create room for the employees to share feedback as it is one of the best sources for finding future areas for improving the onboarding process. Leverage the advantage of anonymous feedback as employees tend to be more candid in sharing their sentiments.
These pointers will help you streamline a holistic and well-rounded new employee onboarding process for your business organization.
At Squadsy, we are always glad to discuss how onboarding can be leveraged to improve employee retention. We are glad to guide your HR team in the journey of designing an efficient, engaging and delightful new employee experience. Reach out to our team if you want to take this discussion further!