New Hire Onboarding

Introduction:

The first day of work at a new company is filled with anxiety and insecurity for each and every new hire. Usually a new hire onboarding process is done so as to rule out the anxiety and insecurity.

What is onboarding?

Onboarding is a process for the new hire to become acquainted about the company, culture, policies, procedures and people.

Importance of Onboarding:

Onboarding is a vital part for ensuring a positive employee expression as “first impression is the best impression”. A well designed and properly implemented onboarding process is the only way to get new hires “gear up to the speed”, motivated to produce faster and contribute more.

New hire onboarding process:

1. Welcome each and every new hire: The day of onboarding should start with greeting and welcoming each and every new hire in the reception area itself. Introduce yourself. Take them to a conference room. Offer each one of them with a coffee or tea. Provide them with joining kit, company brochure, employee handbook and stationery required.
2. Introduction to hiring manager and buddy: The next step is to introduce each and every new hire with their respective hiring manager. Assigning a buddy to each and every new hire would definitely add value and give more comfort to the new hire. Read my blog on “Buddying programme” http://sureshamara.blogspot.in/2013/07/buddying-programme.html for the same.
3. Addressing from senior management: Arrange for a discussion or addressing from one of the officials from senior management. This would definitely help new hires to boost up their motivation and will have a great impression about the company.
4. New hire orientation schedule: Provide all the new hires with the new hire orientation schedule. Ensure there are enough breaks – a coffee break before lunch and after lunch. In fact, it is suggested to send the schedule to each new hire before their start date.
5. New hire orientation presentation: Present the details related to about the company – Vision, mission, values, products, services, geographical locations, subsidiaries, financials, policies, procedures; Organization Chart; HR policies include performance management, compensation structure, payroll process,  benefits like leave, medical insurance, health insurance and any statutory; employee engagement events, training calendar and etc. 
6. Facility Tour: This can either be done by HR professional or suggested is that this should be done by a buddy. 
7. Paper work: Complete the filing up of forms. In fact, it is suggested to send all the joining forms to each new hire before their start date itself.
8. Feedback: Collect feedback from each and every new hire in the form of a questionnaire.

Tips to make a new hire onboarding effective, memorable and leaving a great impression about the company:

• Provide Clear expectations and set a clear objective.
• Include senior management team in the orientation schedule: It can be simply addressing during the orientation session or having a coffee or lunch with new hires.
• Your personality counts: Ensure to welcome them with a pleasant smile. You/HR professional play a vital role in entire onboarding process. It impacts their perception of the company, you and other people in the organization.
• New hire orientation presentation: A new hire orientation presentation should be simple and understandable. It should not be a 50 or 100 slides. Rather make it simple, clear, crisp. It is suggested to have an audio and video mode presentation which is unique of its kind.  This kind of presentations will have a consistency in delivering the content irrespective of who is delivering the presentation. 
• Employee handbook: Provide an employee handbook which has a detailed policies, procedures, required forms and etc.
• Joining kit: Provide a joining kit which has relevant forms to capture the new hire information, forms related to statutory, benefits coverage, stationery and etc.
• Buddy: Assigning a buddy to each and every new hire will add value and it leaves a great comfort to new hires.
• Employer branding material: Include employer branding material. It may be as simple as company brochure.
• Provide them with a surprise gift: It may be as simple as t-Shirt, coffee mug or any other.
• Schedule a check-in meeting: Arrange for a meeting at the end of 1 or 2 weeks and retrospect on the progress made.
• HRIS, Org chart: Ensure to provide access to HRIS (if available in the company), Organization chart, intranet and etc.
• Ask for feedback and continually improve the process: Survey new hires after their start date, one week or two weeks and see what worked well and what could be improved in the onboarding process.

To conclude, remember, employee onboarding is all about providing support. For new hires to be successful, it is important that new hires get acquainted with culture, understand their role and responsibilities.