Onboarding: Don’t Let New Hires Fend for Themselves
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By Karen Haslbeck
Karen Haslbeck is a highly experienced and accomplished Human Resources leader with over 20 years of experience, including 15 years in the biotechnology and pharmaceutical industries. She has been instrumental in building commercial, corporate, and scientific teams at all levels implementing successful Organizational Development initiatives to build and retain both culture and people.
EXPERTISE
Onboarding is a prime opportunity for employers to win the hearts and minds of new employees. Don’t waste it.
You spent all that valuable time sourcing, screening, and interviewing many candidates to find that perfect hire, that needle in a haystack. You have found the one, and everything is carefully sliding into place. Now, it is up to you to make sure the employee has a positive onboarding experience. This process alone, if not done correctly, can lead to a rocky start and possible retention issues for a new employee. Starting a new job is nerve-wracking for everyone and a bad onboarding process can have the new employee feeling overwhelmed, disconnected, and decreased morale.
Studies show that an effective onboarding process boosts retention of new hires by 82%, and only 12% of U.S. employees believe the company they work for has a satisfactory onboarding process. As a HR Consultant, I hear feedback from employees all the time about the lack of onboarding.
The key elements of a successful onboarding program include clear communication, effective training and ongoing support. Onboarding is much more than an orientation program, and it starts during the recruitment stage. It’s a strategic process designed to integrate potential and new employees into the company culture, provide them with the necessary tools and resources to succeed, and foster a sense of belonging and engagement.
Effective onboarding is crucial for employee retention and productivity. Here are some best practices:
1. Pre-Onboarding Preparation
- Send welcome emails with essential information about the first day.
As a HR Leader, I would buy welcome cards, have all members of leadership or the work team hand sign and send it to the new hire’s home. This will set you apart in the marketplace and it’s a small gesture. Email details for Day 1, where to park, what to bring on Day 1, will the employee need to bring lunch or will it be provided, and an agenda for Day 1, or Week 1.
- Prepare the workspace and necessary equipment in advance- Try to have as much done in advance as possible. Clean desk or office, new supplies, computer, business cards etc.,
2. Structured Orientation Program
- Develop a comprehensive orientation schedule covering company culture, values, policies, and procedures.
- Include introductions to key team members and stakeholders. Have other departments present to new hires and explain what they do and how it fits into the larger organization.
3. Mentorship and Buddy System
This is such a great practice, and most employers are lacking in this step. Assigning a buddy increases morale and helps the employee feel connected to the organization. It’s very important that the buddy is familiar with the ins and outs of the unwritten social rules of the company.
- Pair new hires with experienced employees for guidance and support.
- Encourage regular check-ins to address questions and provide feedback.
4. Clear Role Expectations
Without establishing expectations, new employees can find themselves in a state of confusion.
- Clarify job responsibilities and performance expectations from day one.
- Provide a roadmap for the first few months to outline goals and milestones.
5. Engaging Training Sessions
- Use a mix of training methods (e.g., workshops, e-learning, hands-on experience, shadowing others in the role).
- Tailor training to the specific needs of the role and the individual.
6. Feedback Mechanisms
- Solicit feedback from new hires about the onboarding process.
- Regularly review and adjust the program based on this feedback.
7. Cultural Integration
- Encourage participation in team activities and company events.
- Foster an inclusive environment that values diversity.
8. Follow-Up
- Schedule follow-up meetings at 30, 60, and 90 days to discuss progress and address any concerns.
- Reinforce ongoing development and career growth opportunities.
Onboarding gives you the chance to help employees assimilate to your company culture. It will help make your business more competitive and enticing to top candidates. The onboarding process doesn’t end after the first week or month, it’s an ongoing journey. Investing time and resources in an onboarding process demonstrates a commitment to employee development and sets the tone for a positive and supportive work environment.
