Onboarding
Whether you have high turnover or rarely hire it is critical for you, as a supervisor, to develop a strategy for integrating a new employee into your team. This crucial process serves as your first opportunity to communicate expectations and foster a productive relationship with the person. A successful onboarding experience not only leaves a lasting impression on the new employee but also sets the tone for their future contributions to the team.
Orientation and onboarding are related but not the same. New employee orientation is a brief, one-time event aimed at quickly introducing new employees to the organization and their position. Employee onboarding is a longer process of integrating new hires into the workplace and typically onboarding differs from department to department.
Typical elements of onboarding are:
Relaxed, welcoming and fun. Welcoming goes beyond a smile and a handshake on the first day. Convey the idea you are glad they are a part of your work unit. How you do this will reflect your personality and the personality of the team.
Discuss the culture of the work unit. Describe the norms and behavioral expectations of all team members.
Share your passion and excitement about the work ahead and how they will they be involved.
Involve other people. Instead of handling onboarding yourself, get input from current employees in your work unit and department, as well as managers and important stakeholders from other areas. Identifying key relationships helps to jump start relationship building for the new employee.
Develop standard processes. Identify the information you want new hires to know and create checklists that define the specifics of onboarding. This creates continuity and gives all new hires a similar experience.
Avoid making it overwhelming. Onboarding typically lasts weeks. Spread the information they need to know over a reasonable time.
Check in often. Decide how long to check in with a new employee. One to three months is recommended.
A well-planned onboarding process says we have planned for your success. Develop a strategy for their first day, first week, and first month. Below are some ideas to help you get started.
Before the employee starts
Ensure needed information is submitted to the payroll department so the new employee is paid on time.
Ensure the new employee is enrolled in the organization-wide orientation
Software ordered/installed
Telephone services/office supplies /needed tools ordered
Clean up workstation
First day
Be available when the employee arrives
Use a check list to ensure the information provided to a new employee is standardized - discuss items that are appropriate for the first day leave the rest for future meetings
Introduce the employee to everyone in the immediate office area.
Give the employee a specific task(s) to complete that day
Review their work or have another senior employee do it.
Arrange to have someone go to lunch with them.
Give them a tour of the facilities - include the breakroom, bathrooms etc
Ensure they have an employee badge with appropriate access
Internet/Intranet access
Access to computers, printers or shared drives
Access to databases/software
First week
Take them to lunch if you cannot on the first day
Introduce to other work areas
Give them permission to wander around
Have them visit places or offices that you work with. Escort them or call ahead and let them know your new employee is coming
Explain the organization's culture and the employee’s role w/in the organization
Let them know why their job is important
Meet with them at least once to discuss their progress
Review behavior and performance expectations
First Month
Identify/Discuss goals for the first six months
Review performance expectations. (again)
Meet with the employee at least once a week to discuss progress and give feedback
Make a point of stopping in to say hello often
Coach and correct any performance that is sub-standard
Share the organization’s culture and history through positive stories
Transform your onboarding ideas into a practical and organized strategy by creating a comprehensive checklist. A checklist ensures that you address all necessary information while also serving as a helpful reminder to prioritize actions that contribute to making new hires feel genuinely welcomed and valued.
Next month, look for an example of an onboarding checklist along with tips for eliciting a meaningful response from your new hire when you ask, “How’s it going?”
Work to create a welcoming environment and let your new employee know they are valued. You will be rewarded with greater engagement and longer-term retention of your new team member.