{"id":10456,"date":"2020-01-09T18:53:44","date_gmt":"2020-01-09T16:53:44","guid":{"rendered":"https:\/\/factorialhr.com\/blog\/?p=10456"},"modified":"2025-05-06T02:13:06","modified_gmt":"2025-05-06T00:13:06","slug":"what-is-onboarding","status":"publish","type":"post","link":"https:\/\/factorialhr.com\/blog\/what-is-onboarding\/","title":{"rendered":"What is Onboarding? Your Guide to the Onboarding Process"},"content":{"rendered":"<p><span style=\"font-weight: 400;\">It is important to make sure that new hires feel supported when they enter a new organization. In an especially tight labor market, the onboarding process is key to setting up these hard-won hires for success. What is onboarding? It&#8217;s the process of integrating new hires into an organization.<\/span><\/p>\n<p>An effective onboarding process can make a big difference to the success of an organization. Research shows that employee onboarding can <a href=\"https:\/\/b2b-assets.glassdoor.com\/the-true-cost-of-a-bad-hire.pdf\" target=\"_blank\" rel=\"noopener\">improve employee retention by 82%<\/a> and productivity by 70%. However, even though an onboarding is so important to employee success, only <a href=\"https:\/\/www.gallup.com\/workplace\/247172\/problems-onboarding-program.aspx\" target=\"_blank\" rel=\"noopener\">12% of employees<\/a> feel they had a great onboarding.<\/p>\n<p style=\"text-align: justify;\">What can you do to make sure that your onboarding process is providing everything new hires need? In this article we&#8217;ll cover the key benefits of a good onboarding process, important steps, and best practices. Download our onboarding checklist below to make sure that you don&#8217;t miss a step.<\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">By improving onboarding in your organization, you can boost productivity, reduce costs, and help retain employees. Let&#8217;s get started!<\/span><\/p>\n<p><div class=\"js-toc toc\">\n<p class=\"js-toc-title toc__title\">Table of Contents<\/p>\n<nav id=\"fac_toc_nav\" class=\"js-toc-nav toc__nav\" aria-label=\"Table of Contents\"><ol class=\"toc__list toc__list--level-1\"><li class=\"toc-heading-level-2\"><a class=\"toc__link toc-link-heading-1\" href=\"https:\/\/factorialhr.com\/blog\/what-is-onboarding\/#what-is-onboarding\" title=\"What is onboarding?\u00a0\" data-target-id=\"what-is-onboarding\">What is onboarding?\u00a0<\/a><\/li><li class=\"toc-heading-level-2\"><a class=\"toc__link toc-link-heading-2\" href=\"https:\/\/factorialhr.com\/blog\/what-is-onboarding\/#what-onboarding-is-not-onboarding-vs-orientation\" title=\"What onboarding is not: Onboarding vs. orientation\" data-target-id=\"what-onboarding-is-not-onboarding-vs-orientation\">What onboarding is not: Onboarding vs. orientation<\/a><\/li><li class=\"toc-heading-level-2\"><a class=\"toc__link toc-link-heading-3\" href=\"https:\/\/factorialhr.com\/blog\/what-is-onboarding\/#benefits-of-an-effective-onboarding-process\" title=\"Benefits of an effective onboarding process\" data-target-id=\"benefits-of-an-effective-onboarding-process\">Benefits of an effective onboarding process<\/a><\/li><li class=\"toc-heading-level-2\"><a class=\"toc__link toc-link-heading-4\" href=\"https:\/\/factorialhr.com\/blog\/what-is-onboarding\/#setting-onboarding-process-objectives\" title=\"Setting onboarding process objectives\" data-target-id=\"setting-onboarding-process-objectives\">Setting onboarding process objectives<\/a><\/li><li class=\"toc-heading-level-2\"><a class=\"toc__link toc-link-heading-5\" href=\"https:\/\/factorialhr.com\/blog\/what-is-onboarding\/#tracking-onboarding-metrics\" title=\"Tracking onboarding metrics\" data-target-id=\"tracking-onboarding-metrics\">Tracking onboarding metrics<\/a><\/li><li class=\"toc-heading-level-2\"><a class=\"toc__link toc-link-heading-6\" href=\"https:\/\/factorialhr.com\/blog\/what-is-onboarding\/#the-onboarding-process-4-key-steps\" title=\"The Onboarding Process: 4 Key Steps\" data-target-id=\"the-onboarding-process-4-key-steps\">The Onboarding Process: 4 Key Steps<\/a><\/li><li class=\"toc-heading-level-2\"><a class=\"toc__link toc-link-heading-7\" href=\"https:\/\/factorialhr.com\/blog\/what-is-onboarding\/#sample-onboarding-plan-for-new-employees\" title=\"Sample onboarding plan for new employees\" data-target-id=\"sample-onboarding-plan-for-new-employees\">Sample onboarding plan for new employees<\/a><\/li><li class=\"toc-heading-level-2\"><a class=\"toc__link toc-link-heading-8\" href=\"https:\/\/factorialhr.com\/blog\/what-is-onboarding\/#adapting-your-onboarding-to-be-remote-friendly\" title=\"Adapting your onboarding to be remote-friendly\" data-target-id=\"adapting-your-onboarding-to-be-remote-friendly\">Adapting your onboarding to be remote-friendly<\/a><\/li><li class=\"toc-heading-level-2\"><a class=\"toc__link toc-link-heading-9\" href=\"https:\/\/factorialhr.com\/blog\/what-is-onboarding\/#investing-in-the-right-digital-onboarding-tools\" title=\"Investing in the right digital onboarding tools\" data-target-id=\"investing-in-the-right-digital-onboarding-tools\">Investing in the right digital onboarding tools<\/a><\/li><li class=\"toc-heading-level-2\"><a class=\"toc__link toc-link-heading-10\" href=\"https:\/\/factorialhr.com\/blog\/what-is-onboarding\/#onboarding-best-practices\" title=\"Onboarding Best Practices\" data-target-id=\"onboarding-best-practices\">Onboarding Best Practices<\/a><\/li><li class=\"toc-heading-level-2\"><a class=\"toc__link toc-link-heading-11\" href=\"https:\/\/factorialhr.com\/blog\/what-is-onboarding\/#optimize-the-onboarding-process\" title=\"Optimize the Onboarding Process\" data-target-id=\"optimize-the-onboarding-process\">Optimize the Onboarding Process<\/a><\/li><li class=\"toc-heading-level-2\"><a class=\"toc__link toc-link-heading-12\" href=\"https:\/\/factorialhr.com\/blog\/what-is-onboarding\/#\u2705-download-our-onboarding-checklist\" title=\"\u2705 Download our onboarding checklist\" data-target-id=\"\u2705-download-our-onboarding-checklist\">\u2705 Download our onboarding checklist<\/a><\/li><\/ol><\/nav><\/div><a href=\"https:\/\/factorialhr.com\/templates\/download-free-onboarding-checklist\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" class=\"aligncenter wp-image-78339 size-full\" src=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2020\/01\/11174413\/onboarding-checklist-banner-mobile-1.jpg\" alt=\"onboarding-checklist\" width=\"400\" height=\"400\" srcset=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2020\/01\/11174413\/onboarding-checklist-banner-mobile-1.jpg 400w, https:\/\/factorialhr.com\/wp-content\/uploads\/2020\/01\/11174413\/onboarding-checklist-banner-mobile-1-300x300.jpg 300w, https:\/\/factorialhr.com\/wp-content\/uploads\/2020\/01\/11174413\/onboarding-checklist-banner-mobile-1-150x150.jpg 150w, https:\/\/factorialhr.com\/wp-content\/uploads\/2020\/01\/11174413\/onboarding-checklist-banner-mobile-1-160x160.jpg 160w, https:\/\/factorialhr.com\/wp-content\/uploads\/2020\/01\/11174413\/onboarding-checklist-banner-mobile-1-80x80.jpg 80w\" sizes=\"(max-width: 400px) 100vw, 400px\" \/><\/a><\/p>\n<h2><a name=\"what\"><\/a><strong>What is onboarding?\u00a0<\/strong><\/h2>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\"><strong>T<\/strong><strong style=\"font-weight: 400;\">he process of onboarding is how an organization gets new hires up to speed. <\/strong>During the onboarding process, employees learn more about the scope of their role, their colleagues, and the values of the larger organization. Through the process of onboarding, incoming employees have the opportunity to get access to and training for the tools they&#8217;ll need to be using. They&#8217;ll also be able to ask important questions and acclimate to the company climate.<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Why is onboarding so important? A staggering <a href=\"https:\/\/www.shrm.org\/resourcesandtools\/hr-topics\/talent-acquisition\/pages\/onboarding-key-retaining-engaging-talent.aspx\" target=\"_blank\" rel=\"noopener\">90% of employees<\/a> decide whether to stay or leave a company during their first 6 months. In the <a href=\"https:\/\/www.reuters.com\/world\/us\/us-job-openings-slip-january-still-close-record-highs-2022-03-09\/\" target=\"_blank\" rel=\"noopener\">tightest labor market in recent history<\/a>, organizations cannot afford to lose employees to inadequate onboarding processes. For this reason, organizations need to invest in making the employee onboarding experience a good one.<\/span><\/p>\n<p>Bad onboarding processes leave employees feeling unsupported. They won&#8217;t have the resources they need to reach their goals, which can be very demotivating.<\/p>\n<h2><a name=\"orientation\"><\/a>What onboarding is not: Onboarding vs. orientation<\/h2>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">It is important to note that there are key differences between <a href=\"https:\/\/factorialhr.com\/blog\/onboarding-vs-orientation\/\" target=\"_blank\" rel=\"noopener noreferrer\">onboarding and orientation<\/a><\/span><span style=\"font-weight: 400;\">. For most organizations, the orientation is a one-time event. It is typically only a couple hours or at most a full work day and it is typically general enough to apply to many employees from various teams.<\/span><\/p>\n<p>Meanwhile, the employee onboarding process will take several days or even weeks. During the onboarding process, employees will receive information that is much more specific to their team and their role. Orientation is just a small part of an onboarding process!<\/p>\n<p><iframe title=\"Best Practices to Improve The Employee Onboarding Process in 2023\" width=\"500\" height=\"281\" src=\"https:\/\/www.youtube.com\/embed\/vf9EYg_Hfeg?feature=oembed\" frameborder=\"0\" allow=\"accelerometer; autoplay; clipboard-write; encrypted-media; gyroscope; picture-in-picture; web-share\" referrerpolicy=\"strict-origin-when-cross-origin\" allowfullscreen><\/iframe><\/p>\n<h2><a name=\"benefits\"><\/a><span style=\"font-weight: 400;\"><strong>Benefits of an effective onboarding process<\/strong><\/span><\/h2>\n<h3><span style=\"font-weight: 400;\"><strong>Benefits of onboarding for organizations<\/strong><\/span><\/h3>\n<p><span style=\"font-weight: 400;\">Some of the most valuable benefits of a well-structured <a href=\"https:\/\/factorialhr.com\/employee-onboarding-and-offboarding\" target=\"_blank\" rel=\"noopener\">employee onboarding<\/a>\u00a0are as follows:<\/span><\/p>\n<ul>\n<li><strong>Talent retention:<\/strong> Organizations are better able to retain highly qualified talent when they start with a great onboarding.<\/li>\n<li><strong>Increases productivity:<\/strong> Employees that feel included in the company, and are given clear objectives, are more focused and perform better.<\/li>\n<li><strong>Positive impression:<\/strong> An employee that feels good in a company from day one tends to have a better impression overall of the business.<\/li>\n<li><strong>Reduces hiring costs:<\/strong> The company won\u2019t experience a high <a href=\"https:\/\/factorialhr.com\/blog\/causes-high-turnover-rate\/\" target=\"_blank\" rel=\"noopener\">turnover rate<\/a>, and thus economic investments are reduced.<\/li>\n<\/ul>\n<h3><span style=\"font-weight: 400;\"><strong>Benefits of Onboarding for Employees<\/strong><\/span><\/h3>\n<ul>\n<li style=\"font-weight: 400; text-align: justify;\"><b>Feel welcomed:<\/b><span style=\"font-weight: 400;\"> New employees are quickly comfortable in their role and feel a part of the company culture.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400; text-align: justify;\"><b>More informed<\/b><span style=\"font-weight: 400;\">: Employees are better informed about their tasks and functions within the company.<\/span><\/li>\n<li style=\"font-weight: 400; text-align: justify;\"><b>Increased motivation:<\/b><span style=\"font-weight: 400;\"> Employees experience greater motivation and investment in the company.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400; text-align: justify;\"><b>Increased engagement<\/b><span style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">: New staff experience increased job satisfaction, resulting in higher employee engagement.<\/span><\/span><\/li>\n<\/ul>\n<h3><b>Benefits of Digital Onboarding for Remote Teams<\/b><\/h3>\n<ul>\n<li style=\"font-weight: 400; text-align: justify;\"><b>Saves time on administrative tasks<\/b><span style=\"font-weight: 400;\"> so you can spend more time focusing on the new employee.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400; text-align: justify;\"><b>Minimize the risk of forgetting to send a document, <\/b><span style=\"font-weight: 400;\">ie. in the case of a worker\u2019s discharge following an accident. <\/span><\/li>\n<li style=\"font-weight: 400; text-align: justify;\"><b>Facilitate the hiring of remote workers. <span style=\"font-weight: 400;\">The integration of remote workers is made easy with digital tools. <\/span><\/b><\/li>\n<li style=\"font-weight: 400; text-align: justify;\"><b>Content is always up to date.<\/b>\u00a0 The new employee has access to the latest information, including any changes to the onboarding.<\/li>\n<li style=\"font-weight: 400; text-align: justify;\"><b>Information is shared and integrated <\/b><span style=\"font-weight: 400;\">with all parties involved. This makes it easy for employees to access their documents (ie. contract), without needing to reach out to HR directly.<\/span><\/li>\n<li style=\"font-weight: 400; text-align: justify;\"><b>The information is always available<\/b><span style=\"font-weight: 400;\"> and can be provided in stages rather than all at once. Also, they can consult the onboarding information at any moment.<\/span><\/li>\n<\/ul>\n<p><img decoding=\"async\" class=\"alignnone size-full wp-image-10472\" src=\"https:\/\/factorialhr.com\/wp-content\/uploads\/2020\/01\/09184811\/onboarding-employees.jpg\" alt=\"onboarding employees\" width=\"795\" height=\"450\" \/><\/p>\n<h2><a name=\"objectives\"><\/a><strong>Setting onboarding process objectives<\/strong><\/h2>\n<p>As you set up your onboarding process, it is important to set clear objectives so that you know where to devote your energy. Here are some of the key objectives that should be considered throughout the onboarding process:<\/p>\n<ul style=\"text-align: justify;\">\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">To<strong> teach the new employee the internal policies<\/strong> of the company (the norms, roles, legal, security, etc.).<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\"><strong>Explain the employee\u2019s roles and duties<\/strong>, and which tools they need to perform their duties.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Opportunity to <strong style=\"font-weight: 400;\">share the company philosophy<\/strong> and integrate the new worker into the team.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">To <strong>explain the placement of the employee<\/strong> in the company\u2019s <a href=\"https:\/\/factorialhr.com\/templates\/organizational-chart-template\">organizational chart<\/a><\/span>.<\/li>\n<\/ul>\n<p>With these goals in mind, you&#8217;ll be able to create an onboarding process that sets new hires up for success.<\/p>\n<h2><a name=\"metrics\"><\/a><strong>Tracking onboarding metrics<\/strong><\/h2>\n<p>Once you&#8217;ve determined the objectives of your onboarding program, you can use key onboarding metrics in order to track the success of your onboarding. Consider tracking the following onboarding success metrics:<\/p>\n<ul>\n<li><strong>New employee satisfaction:\u00a0<\/strong>Send new hires special-tailored satisfaction surveys at the one-month, three-month, and six-month marks to see how new employees are adapting to the team. You&#8217;ll be able to gain a lot of insight into the successes and shortcomings of your onboarding process. Make sure to use quantitative evaluation methods so you can crunch the numbers and come up with clear results.<\/li>\n<li><strong>Time-to-productivity: <\/strong>The goal of any onboarding process is to get employees up and running as soon as possible. Ask new hires (and their managers) to estimate how long it took them to start working independently. Then, get them the tools they need to cut this time down!<\/li>\n<li><strong>New hire turnover:\u00a0<\/strong>Studies show that 20% of employees leave within their first 45 days of employment. Make sure to calculate new hire <a href=\"https:\/\/factorialhr.com\/blog\/causes-high-turnover-rate\/\" target=\"_blank\" rel=\"noopener\">turnover<\/a> to see if your onboarding process is driving newcomers out the door!<\/li>\n<\/ul>\n<p>Read <a href=\"https:\/\/factorialhr.com\/blog\/onboarding-metrics\/\" target=\"_blank\" rel=\"noopener\">5 Key Metrics to Track Onboarding Success \u2192<\/a><\/p>\n<h2 style=\"text-align: justify;\"><span style=\"font-weight: 400;\"><strong>The Onboarding <\/strong><strong>Process: 4 Key Steps<\/strong><\/span><\/h2>\n<p><span style=\"font-weight: 400;\">The duration of the employee onboarding process can last anywhere from 45 days to one year, depending on the characteristics of the job and the skills of the new worker.\u00a0 <\/span><span style=\"font-weight: 400;\">The first few days, weeks, and months, are crucial to forming a good working relationship between an employee and the company.<br \/>\n<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Here are some of the key points that you should consider at each phase of the onboarding process.<\/span><\/p>\n<h3 style=\"text-align: justify;\">1) Before the New Employee&#8217;s Start Date<\/h3>\n<p><span style=\"font-weight: 400;\">The process of pre-onboarding or &#8220;<a href=\"https:\/\/factorialhr.com\/blog\/preboarding\/\" target=\"_blank\" rel=\"noopener\">preboarding<\/a>&#8221; occurs before the new hire&#8217;s first day on the job. Firstly, you need to determine which <a href=\"https:\/\/factorialhr.com\/blog\/onboarding-documents\/\" target=\"_blank\" rel=\"noopener\">onboarding documents<\/a> you<\/span><span style=\"font-weight: 400;\"> need to prepare and sign before their arrival.\u00a0 These might include legal documents, documents specific to the new hire&#8217;s position, payroll documents, and company-specific documents.<\/span><\/p>\n<p><span style=\"font-weight: 400;\">Stay in touch with the new hire and answer any questions they have before starting<\/span><span style=\"font-weight: 400;\"> their new role, ie. working hours, dress code, vacation days, etc. Try to help them feel supported and part of the team from the beginning.<\/span><\/p>\n<p style=\"text-align: justify;\"><b>Before their start date, the new employee must know:\u00a0<\/b><\/p>\n<ul>\n<li style=\"font-weight: 400; text-align: justify;\"><span style=\"font-weight: 400;\">Who are their bosses and co-workers\u00a0<\/span><\/li>\n<li style=\"font-weight: 400; text-align: justify;\"><span style=\"font-weight: 400;\">Where they will perform their duties\u00a0<\/span><\/li>\n<li style=\"font-weight: 400; text-align: justify;\"><span style=\"font-weight: 400;\">The responsibilities of the job<\/span><\/li>\n<li style=\"font-weight: 400; text-align: justify;\"><span style=\"font-weight: 400;\">The means of work<\/span><\/li>\n<li style=\"font-weight: 400; text-align: justify;\"><span style=\"font-weight: 400;\">The habits of the company and the company culture<\/span><\/li>\n<\/ul>\n<h3 style=\"text-align: justify;\">2) Plan Out Onboarding Activities<\/h3>\n<p>Aside from paperwork, it is always a good idea to plan out the new hire&#8217;s first week. You will want to make sure that teammates are aware of the newcomer&#8217;s start date and that their workstation is ready to go.\u00a0 You might also want to search for some <a href=\"https:\/\/factorialhr.com\/blog\/creative-new-employee-onboarding\/\" target=\"_blank\" rel=\"noopener\">creative ideas for new employee onboardings.<\/a>\u00a0 For example, ice breaker activities and lunches for them with other team members.\u00a0 This way, newly onboarded employees will feel comfortable immediately.<\/p>\n<h3>3) Help New Employees Feel Acquainted from Day 1<\/h3>\n<p>On the very first day, it&#8217;s vital that new hires receive a warm welcome.\u00a0 Make a point to give employees a tour of the office and introduce them to coworkers and other new employees. If you have a <a href=\"https:\/\/factorialhr.com\/blog\/buddy-system\/\" target=\"_blank\" rel=\"noopener\">buddy system<\/a>, like Factorial HR&#8217;s, it is a great way to help employees feel closer and more connected to team members working in other departments.<\/p>\n<h3>4) Check-in on New Team Members<\/h3>\n<p><span style=\"font-weight: 400;\">After the first week, the onboarding process is not over!\u00a0 It takes time for newly hired employees to feel 100% comfortable and confident in their position.\u00a0 Be sure to check in from time to time to make sure that trainings are going well and that they feel adapted and adjusted.\u00a0 Hosting team-building activities are a great way to make newer employees feel incorporated.\u00a0 It can really make a difference in retention efforts!<\/span><\/p>\n<h2 style=\"text-align: left;\"><a name=\"sample\"><\/a><span style=\"font-weight: 400;\"><strong>Sample onboarding plan for new employees<\/strong><\/span><\/h2>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\"><strong>There is no cookie-cutter format that every company must follow when designing their plan for onboarding.<\/strong> In fact, the plan you create is dependent on, the type of company, the management, and the team involved.\u00a0 Using an <a href=\"https:\/\/factorialhr.com\/templates\/download-free-onboarding-checklist\" target=\"_blank\" rel=\"noopener\">onboarding checklist template<\/a> is especially helpful to make sure that you don&#8217;t miss a step when new talent joins your team.<\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">The phases of onboarding begin <strong>before a new employee accepts your offer.<\/strong> As for the length of time, it can last anywhere from<\/span><span style=\"font-weight: 400;\"> 1 day, 1 month, 3 months, 6 months, or more.\u00a0 Here is a timeline to help you organize and plan onboarding from start to finish.<\/span><\/p>\n<h3 style=\"text-align: justify;\"><b>Pre-Onboarding: The selection process<\/b><\/h3>\n<ul style=\"text-align: justify;\">\n<li style=\"font-weight: 400;\"><b>Determine the selection process budget<\/b><span style=\"font-weight: 400;\">. The cost of <\/span><a href=\"https:\/\/factorialhr.com\/blog\/recruitment-and-selection\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">recruitment and selection<\/span><\/a><span style=\"font-weight: 400;\"> isn\u2019t always cheap.<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>When <\/b><a href=\"https:\/\/factorialhr.com\/blog\/writing-perfect-job-ad\/\" target=\"_blank\" rel=\"noopener noreferrer\"><b>writing the job offer<\/b><\/a><span style=\"font-weight: 400;\">, you need to be clear in the description. In addition, it\u2019s a good idea to outline what is the company philosophy, its values, and overall goals.\u00a0<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>During the interview<\/b><span style=\"font-weight: 400;\">, present the company well. Make sure the candidate understands that your company is a good option for them. Explain the role, expectations, and anything else you feel is best to communicate.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Once the employee has<\/span><b> accepted the role<\/b><span style=\"font-weight: 400;\">, you can begin the pre-<\/span><span style=\"font-weight: 400;\">onboarding<\/span> process<span style=\"font-weight: 400;\">. This stage involves things such as gathering the documentation required to have the employee legally start.\u00a0<\/span><\/li>\n<\/ul>\n<h3 style=\"text-align: justify;\"><b>Welcoming New Employees<\/b><\/h3>\n<ul style=\"text-align: justify;\">\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Provide them a <\/span><b>warm welcome<\/b><span style=\"font-weight: 400;\"> (ie. email welcome, social media announcement with attached bio, etc.).<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Resolve all questions<\/b><span style=\"font-weight: 400;\"> the employee has brought up.<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Initial training<\/b><span style=\"font-weight: 400;\"> includes a full overview of the employee\u2019s tasks, tools they will use, etc.).<\/span><\/li>\n<li style=\"font-weight: 400;\"><b>Introduce new members<\/b><span style=\"font-weight: 400;\"> to the rest of their team.<\/span><\/li>\n<li style=\"font-weight: 400;\"><span style=\"font-weight: 400;\">Provide an <\/span><b>employee manual<\/b><span style=\"font-weight: 400;\"> to the new member. This can be a paper copy or sent via email. A video is also a fantastic medium for presenting the bulk of the company\u2019s introductory materials.\u00a0<\/span><\/li>\n<\/ul>\n<h3 style=\"text-align: justify;\"><b>During the First Week on the Job<\/b><\/h3>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Once the first day is complete, the employer should always<b> follow up with the employee. <\/b>The first week serves as a great time to get feedback from the employee on how they are feeling in their role, and more importantly, in their environment. <\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\"><strong>Here are some additional things you can do as an HR manager, to help the new employee along.\u00a0<\/strong><\/span><\/p>\n<ul>\n<li style=\"text-align: justify;\"><b>Assign a mentor- <\/b>One of the best ways to help your new employees transition into the workplace is by assigning them a mentor. This mentor can guide them as they learn their tasks so that eventually, they can perform them fully on their own.<\/li>\n<li style=\"text-align: justify;\"><b>Schedule periodic meetings- <\/b>Make time to meet with your new employee every 15 to 20 days.\u00a0 This is a great time to check in with your employees and determine whether they require anything to help them out. Following the initial 90 days, a review should be set up to evaluate the performance and adjustment of the employee, to their environment, other team members, and their role as a whole.<\/li>\n<\/ul>\n<h3 style=\"text-align: justify;\"><b>After the First Month<\/b><\/h3>\n<p><span style=\"font-weight: 400;\">Following the first month, remember to <\/span><b>regularly meet with the new employee <\/b><span style=\"font-weight: 400;\">and follow up with them to know whether they are satisfied in their new role.\u00a0<\/span><\/p>\n<ul>\n<li style=\"font-weight: 400; text-align: justify;\"><b>Encourage participation in company activities <\/b><span style=\"font-weight: 400;\">to continue integrating the employee. Employees that feel more involved in the company are often more motivated.<\/span><\/li>\n<\/ul>\n<h2><strong>Adapting your onboarding to be remote-friendly<\/strong><\/h2>\n<p>With the rise of hybrid and remote work, more and more organizations are onboarding employees who will never even step foot into a physical office space.<\/p>\n<p>The remote onboarding process can involve some additional steps, such as sending gear to remote workers and ensuring compliance with the laws.<\/p>\n<p>It also means that automating your onboarding process so that it can be self-led by employees will be even more important. Consider using some digital onboarding tools so that new hires can guide themselves autonomously.<\/p>\n<p>Read <a href=\"https:\/\/factorialhr.com\/blog\/remote-onboarding\/\" target=\"_blank\" rel=\"noopener\">Remote Onboarding: A Step-by-Step Guide\u2192<\/a><\/p>\n<h2><a name=\"digital\"><\/a>Investing in the right d<span style=\"font-weight: 400;\"><strong>igital onboarding tools<\/strong><\/span><\/h2>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">The <\/span><b>main advantage of using digital tools<\/b><span style=\"font-weight: 400;\"> is to accelerate the process. In addition, digital tools improve the overall efficiency of the new employee\u2019s integration process.<\/span><\/p>\n<p style=\"text-align: justify;\">These are the distinct types of digital tools every company should know about:<\/p>\n<h3 style=\"text-align: justify;\"><b>Onboarding Checklists<\/b><\/h3>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">These are the simplest and most common tools to keep track of your to-dos. A basic way to create an employee checklist for onboarding is to use Excel. However, a spreadsheet isn\u2019t the most visually appealing. Alternative tools like <\/span><a href=\"https:\/\/trello.com\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Trello<\/span><\/a><span style=\"font-weight: 400;\">, allow you to create, assign, and keep track of tasks. Check out some of the\u00a0<\/span>best practices for onboarding below.<\/p>\n<h3><b>Specialized Tools\u00a0<\/b><\/h3>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">One example of this type of tool is<\/span> <a href=\"https:\/\/www.talmundo.com\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Talmundo<\/span><\/a><span style=\"font-weight: 400;\">, a tool specialized in performing onboarding for companies. Their intuitive and structured process makes bringing on new employees a positive experience for all.<\/span><\/p>\n<h3 style=\"text-align: justify;\"><b>Integrated Tools &#8211; HRMS<\/b><\/h3>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\"><a href=\"https:\/\/factorialhr.com\/blog\/hrms-software-when-to-invest\/\" target=\"_blank\" rel=\"noopener noreferrer\">HRMS software<\/a> can improve your <a href=\"https:\/\/factorialhr.com\/blog\/digital-onboarding\/\" target=\"_blank\" rel=\"noopener noreferrer\">digital onboarding<\/a> process. Systems like <\/span><a href=\"https:\/\/factorialhr.com\/hr-software\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Factorial HR<\/span><\/a><span style=\"font-weight: 400;\"> integrate many processes. Everything from applicant tracking to electronically sign documents, and more! Factorial HR streamlines your HR processes so you can save time on the laborious administrative tasks commonly associated with HR.\u00a0<\/span><\/p>\n<p><!--HubSpot Call-to-Action Code --><span id=\"hs-cta-wrapper-2493a455-07a7-4965-9faf-ec449b8bbc5b\" class=\"hs-cta-wrapper\"><span id=\"hs-cta-2493a455-07a7-4965-9faf-ec449b8bbc5b\" class=\"hs-cta-node hs-cta-2493a455-07a7-4965-9faf-ec449b8bbc5b\"><!-- [if lte IE 8]>\n\n\n<div id=\"hs-cta-ie-element\"><\/div>\n\n\n<![endif]--><a href=\"https:\/\/cta-redirect.hubspot.com\/cta\/redirect\/4960096\/2493a455-07a7-4965-9faf-ec449b8bbc5b\" target=\"_blank\" rel=\"noopener\"><img decoding=\"async\" id=\"hs-cta-img-2493a455-07a7-4965-9faf-ec449b8bbc5b\" class=\"hs-cta-img aligncenter\" style=\"border-width: 0px;\" src=\"https:\/\/no-cache.hubspot.com\/cta\/default\/4960096\/2493a455-07a7-4965-9faf-ec449b8bbc5b.png\" alt=\"New call-to-action\" width=\"900\" height=\"308\" \/><\/a><\/span><script charset=\"utf-8\" src=\"https:\/\/js.hscta.net\/cta\/current.js\"><\/script><script type=\"text\/javascript\"> hbspt.cta.load(4960096, '2493a455-07a7-4965-9faf-ec449b8bbc5b', {\"useNewLoader\":\"true\",\"region\":\"na1\"}); <\/script><\/span><!-- end HubSpot Call-to-Action Code --><\/p>\n<h3 style=\"text-align: justify;\"><b>Electronic Signature<\/b><\/h3>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">The functionality of an electronic signature allows you to automize the process of signing legal employee documents. Although programs like <\/span><a href=\"https:\/\/www.signaturit.com\/es\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Signaturit<\/span><\/a><span style=\"font-weight: 400;\"> provides this functionality, <strong>it\u2019s best to use an integrated tool, like the one we\u2019ve mentioned under HRMS.\u00a0<\/strong><\/span><\/p>\n<h3 style=\"text-align: justify;\"><b>Machine Learning Systems<\/b><\/h3>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">These tools tend to cost a pretty penny and require even more time to implement. However, on the other hand, they provide a great deal of help when training new employees. One such popular machine learning tool is called <\/span><a href=\"https:\/\/www.cornerstoneondemand.com\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Cornerstone<\/span><\/a><span style=\"font-weight: 400;\">. The core of Cornerstone is promoting social learning <\/span><span style=\"font-weight: 400;\">to achieve better communication and employee involvement.<\/span><\/p>\n<h3 style=\"text-align: justify;\"><b>Chatbots<\/b><\/h3>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">No, these are not talking robots that you place on your desk to keep you company throughout the day. Chatbots, similar to robots, are relatively new tools that allow employees to ask questions they would otherwise have to ask from the manager. With a chatbox, the company asks a question, and the bot responds.\u00a0<\/span><\/p>\n<h3 style=\"text-align: justify;\"><b>Free Multimedia Tools<\/b><\/h3>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">There are many free applications that exist which allow you to record videos. Improve the onboarding experience by incorporating instructional videos. Share them with your new employees to assist in their learning process. <\/span><a href=\"https:\/\/www.loom.com\/\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Loom<\/span><\/a><span style=\"font-weight: 400;\"> is a great fee multimedia tools is used to create basic videos.<br \/>\n<\/span><\/p>\n<h2><a name=\"best\"><\/a>Onboarding Best Practices<\/h2>\n<p><span style=\"font-weight: 400;\">Employee onboarding is an incredibly valuable time. It is when your employee gets a feel for the company and its culture \u2014but sometimes it is when a new hire goes back to the job market.<\/span><b> A staggering 20% of new hires leave their job to pursue another opportunity within 45 days<\/b><span style=\"font-weight: 400;\">. <\/span><\/p>\n<p><span style=\"font-weight: 400;\">An exceptional onboarding process that goes the extra mile is the best way to keep top talent around. It will also get them up to speed even faster and help them to integrate and feel at home. If you implement even a few of these onboarding best practices, your company is sure to wow incoming talent.<\/span><\/p>\n<h3 style=\"text-align: justify;\"><strong>Personalize your Welcome Kit<\/strong><\/h3>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Onboarding involves a lot of logistics but it doesn\u2019t have to be dry! Welcome Kits should be more than a pile of drab documents and some pens. <\/span><b>Spruce up that <\/b><b>employee handbook<\/b><span style=\"font-weight: 400;\"> by hiring a writer to make it more readable or a designer to create fun infographics. Help new hires settle in by including a g<\/span><span style=\"font-weight: 400;\">lossary of company jargon and a who\u2019s who cheat sheet. <\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">The renowned advertising agency Ogilvy gives newbies a <\/span><span style=\"font-weight: 400;\">chic red-and-black box<\/span><span style=\"font-weight: 400;\"> complete with a manifesto written by Ogilvy himself and a list of his creative habits. A <\/span><b>non-generic Welcome Kit<\/b><span style=\"font-weight: 400;\"> is the first step of effective onboarding: it will give your newest employee a peek at company culture and make them eager to learn more.<\/span><\/p>\n<h3 style=\"text-align: justify;\"><strong>Give an Onboarding Gift (or Some Nice Swag)<\/strong><\/h3>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Let new hires know how happy you are to have them with a welcome gift such as flowers, lunch certificates, or a map of cool spots in the area. Some companies give out swag, like branded coffee mugs, water bottles, and sweatshirts. The more this swag is tailored to the company\u2019s goals, the better. OPower, an energy data company, gives employees a bottle of champagne to be saved for when the company helps reduce carbon emissions in the US by 1%. <\/span><\/p>\n<p style=\"text-align: justify;\"><b>Swag is more than just \u201cfree stuff.\u201d<\/b><span style=\"font-weight: 400;\"> It can be a key part of the onboarding experience, helping new hires to integrate and invest themselves in the company\u2019s goals.\u00a0<\/span><\/p>\n<h3 style=\"text-align: justify;\"><strong>Make it Fun with Onboarding Games<\/strong><\/h3>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Gamify the onboarding process to engage and motivate new employees from their first day on the job. Make the work environment inviting by awarding and tracking points on a digital or physical leaderboard. As new hires learn new skills and complete tasks, they can \u201clevel up.\u201d This might be an exceptionally useful tactic if your company uses app onboarding. Be sure to offer challenges and bonus points!\u00a0<\/span><\/p>\n<h3 style=\"text-align: justify;\"><strong>Send New Employees on a Scavenger Hunt<\/strong><\/h3>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Some companies, like Texas-based digital marketing company Bazaarvoice, include scavenger hunts in their <\/span><span style=\"font-weight: 400;\">onboarding program.<\/span><span style=\"font-weight: 400;\"> New hires are sent out to find clues hidden all over the office and property while they get the lay of the land. <\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Additionally, other companies hold virtual scavenger hunts, sending employees looking for <\/span><b>answers to policy questions <\/b><span style=\"font-weight: 400;\">or for contact info on the company\u2019s intranet. This onboarding effort is a fun way to acclimate new hires to tools and technologies they will need to use every day. Bonus: if they get stuck, they\u2019ll have to ask one of their new coworkers for help.<\/span><\/p>\n<h3 style=\"text-align: justify;\"><strong>The Best Onboarding Practices Break the Ice<\/strong><\/h3>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Onboarding best practices include making sure to provide plenty of time for get-to-know-you activities for new hires. It\u2019s important that new employees start building relationships with their coworkers as soon as possible. <\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">Here at Factorial, when someone new joins the team, we have the standard introductions and then afterward, we play \u201ctwo truths and a lie.\u201d <\/span><span style=\"font-weight: 400;\">This gives new hires a chance to share about themselves and joke around with the team to build rapport. Using icebreakers will make sure new employees feel ready to jump in and make waves.<\/span><\/p>\n<h3 style=\"text-align: justify;\"><strong>Set Up New Hires with a Buddy<\/strong><\/h3>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">There\u2019s a lot to learn when a new employee joins a company! Make the stressful onboarding experience more navigable by pairing your new hire up with a buddy, a more-experienced team member who can show them the ropes. A buddy can give a new hire a tour of the office, introduce them to coworkers, and provide a safe place to ask questions that are too embarrassing to ask management. <\/span><\/p>\n<p style=\"text-align: justify;\"><a href=\"https:\/\/hbr.org\/2019\/06\/every-new-employee-needs-an-onboarding-buddy\" target=\"_blank\" rel=\"noopener noreferrer\"><span style=\"font-weight: 400;\">Harvard Business Review<\/span><\/a><span style=\"font-weight: 400;\"> found that for such a simple system, an onboarding buddy program\u00a0showed outsized benefits. Providing context, boosting productivity, and improving <a href=\"https:\/\/factorialhr.com\/blog\/employee-satisfaction\/\" target=\"_blank\" rel=\"noopener\">employee satisfaction<\/a>, an onboarding buddy is among the new employee orientation best practices.<\/span><\/p>\n<h3 style=\"text-align: justify;\"><strong>Involve Management in the Onboarding Process<\/strong><\/h3>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">To go above and beyond best practices for onboarding new employees, give new hires a chance to<\/span><b> connect with senior leaders<\/b><span style=\"font-weight: 400;\">. Involving senior leaders in onboarding humanizes the company for new hires. It also gives them a chance to connect with the mission of the company in a new way. <\/span><\/p>\n<p style=\"text-align: justify;\"><span style=\"font-weight: 400;\">For example, all new hires at Netflix are welcomed with an orientation with the executive management. Within the first quarter, they meet the CEO. For managers and executives, these meetings can also provide valuable opportunities to learn more about employees and gather feedback about the company.<\/span><\/p>\n<h2>Optimize the Onboarding Process<\/h2>\n<p style=\"text-align: justify;\">With the information presented in this article, you are more than prepared to create the best onboarding plan for your new employees. By including these processes in your HR plan for 2020, there is a multitude of benefits, for both you and the employee.<\/p>\n<p style=\"text-align: justify;\">Without knowing what is onboarding or how to effectively create and implement a plan, incoming employees won\u2019t have a clear idea about your organization, their role, or the philosophy of the company they are working with.<\/p>\n<p style=\"text-align: justify;\">Ensure a warm welcome to your new staff member and provide them with the best entry (ie. using digital tools to assist). The results will be better adaptation and integration, staff retention, increased satisfaction, and overall, a positive experience.<\/p>\n<h2><strong><a href=\"https:\/\/factorialhr.com\/templates\/download-free-onboarding-checklist\" target=\"_blank\" rel=\"noopener noreferrer\">\u2705 Download our onboarding checklist<\/a><\/strong><\/h2>\n","protected":false},"excerpt":{"rendered":"<p>It is important to make sure that new hires feel supported when they enter a new organization. In an especially tight labor market, the onboarding process is key to setting up these hard-won hires for success. What is onboarding? It&#8217;s the process of integrating new hires into an organization. An effective onboarding process can make<a href=\"https:\/\/factorialhr.com\/blog\/what-is-onboarding\/\" class=\"read-more\"> [&#8230;]<\/a><\/p>\n","protected":false},"author":136,"featured_media":10463,"comment_status":"open","ping_status":"closed","sticky":false,"template":"","format":"standard","meta":{"_acf_changed":false,"footnotes":""},"categories":[348],"tags":[],"class_list":["post-10456","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-culture-engagement-2"],"acf":{"topics":false},"yoast_head":"<!-- This site is optimized with the Yoast SEO Premium plugin v21.5 (Yoast SEO v21.9.1) - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>What is Onboarding? 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