As we’ve said many times, it’s normal for SMBs that are growing to focus more on the economic aspects of the company than the human ones, but making sure new incorporations are successful is crucial to the well being of any organization. New employees should feel welcomed and at home from day one and understand what are their responsibilities to avoid any early turn rate.
The onboarding process
We call onboarding process, the time it takes to a new employee to be acquainted with all aspects of their new position and new company. But an onboarding process starts far earlier than when said employee signs their contract or sits on their chair. For a successful onboarding process the human resources professional in charge must think about making all candidates comfortable starting with the recruitment and selection processes.
A successful onboarding process gives happy employees, who feel loved and with more motivation. It also improves their productivity and working environment as well as reducing absenteeism and lowering the company’s turn rate. All this benefits from “only” making sure our new employee feels comfortable with us.
There are many different onboarding processes, it will always depend on the company, how it’s managed and by whom, but there really are some details to remember that will help you make your new employees feel valued from day one.
- Before their incorporation:
- Job offer + recruitment process: This is a preparatory step to consider, as first impressions are very important and what a candidate thinks of our offers can affect later their vision of their position or the company, we don’t want our employees to feel betrayed or lied to. Be honest when describing the job and responsibilities and always treat all candidates with respect and professionalism. It’s good to engage with them during the selection process so they don’t feel left out or forget about you.
- Proper material: During the selection process you should start considering what the new employee will need to do their job. Where will they seat? Are there enough chairs and tables? Do they need a new email account or access card? a new computer?
- Inform the team: That’s very important so the new employee doesn’t feel left out. Inform the team someone new is joining them and what will they do. If the new employee has a manager inform them too and make sure the contract is ready.
- Welcome mail and welcome kit: Once you give the candidate the good news send them too a confirmation email with information about the company, their schedule, needed passwords and how their first day is going to go. It is very important to let them know if they need to bring something (like a photo for their access card). All these will have been talked about at some point in the past, but it’s good to remind them and have everything in one place.
- First day: From the very first moment an employee sets foot in the new office we have to make sure they feel comfortable. If the human resources professional is the only person from the company the employee has had contact with, it’ll be good for them you be there and be the one to make the introductions. Show them where everything is, bathroom, kitchen, etc. and explain who their manager is (if they have one). You also can prepare a group activity so everyone gets to know each other, or go to lunch all together. But remember balance is key, you don’t want to overwhelm them with too many things, let them a little bit of alone time to settle. Oh! and remember to sign their contract if it hasn’t already been signed! ;)
- Followup: After a couple of days plan a short one on one meeting with the new employee to speak about their first impressions and how they are managing everything. Plan another after a month has passed with their manager as a way to ensure that everything has gone right and everyone is comfortable with their new responsibilities.
A successful onboarding process has lots of little details that really make a difference, if you don’t want to forget any of them you can download our onboarding checklist for free and be ready to welcome all your new employees!