Tag Archives: employee onboarding

Most Effective Strategies for Employee Onboarding

Employee onboarding is a process that’s integral to the efficiency, productivity and profitability of today’s businesses. In fact, an infographic on UrbanBound’s website states that “Organizations with a standard onboarding process experience 54 percent greater new hire productivity — and 77 percent of new hires who hit their first performance milestone had formal onboarding training.” To make this process successful, utilize the most effective strategies.

 

What is Employee Onboarding?

A guide on the USDA’s website defines employee onboarding as, “The process of acclimating and welcoming new employees into an organization and providing them with the tools, resources, and knowledge to become successful and productive.” In other words, it’s a standardized procedure used to familiarize new hires with your company and equip them with the tools and resources to thrive. While there are many ways to customize this process, following a few key strategies increases your chance of success.

 

Prepare Administrative Forms

You can expedite things considerably by preparing all of the necessary paperwork to get the formalities out of the way and ensure compliance. For instance, prepare administrative forms such as tax documents, the I-9 form, direct deposit, benefits information, etc. Prepare a packet of any other pertinent material, such as your employee handbook, to present to new hires on Day One.

 

Make Them Feel Welcome

Make new hires feel right at home by introducing them to the rest of your staff. You might make a formal announcement or just make the rounds throughout your workplace for one-on-one introductions. Introduce new employees during downtime or when things are typically slow(e.g. Friday afternoon) to minimize disruptions and give new employees a chance to truly connect.

 

Provide a Primary Contact

A new hire is likely to have questions or concerns throughout the first several weeks or months. Support them by providing a primary contact or mentor. Ideally, this should be a seasoned and knowledgeable staff member with a friendly disposition. This can ease a new employee’s transition and help them build a solid relationship with someone on staff right off the bat.

 

Utilize Technology

Technology has changed employee onboarding in recent years. For example, electronic onboarding allows new hires to access an online portal where they can get set up, check out their benefits, enter payroll information, find answers to common questions and much more. You can learn the details of electronic onboarding and watch a video about what it entails on RMI’s website.

 

Getting all of your ducks in a row and developing a standard employee onboarding procedure benefits both new hires and your business as a whole. It’s also likely to reduce your turnover rate while laying the foundation for an empowered, productive staff.

 

How to Create a Welcoming Environment for New Employees

Bringing a new employee on board involves transition time. During this time, new employees may feel anxious, overwhelmed and even a little lonely while they’re getting up to speed and finding a place within your company. To get new hires started out on the right foot, it’s important to create a welcoming environment and equip them with the necessary tools to succeed.

 

Prepare Their Workspace

Perhaps the best place to start is with a new hire’s workspace. For example, you could set up her desk and stock it with items like a phone, computer, tablet, file cabinet, writing utensils, etc. so everything’s ready to go. It should also be free of clutter and nicely organized to help boost productivity. You may also want to present a new employee with a little gift such as a company coffee cup, t-shirt or gift card to show that you’re happy to have him as part of your team.

 

Make Introductions During Downtime

Quickly familiarizing a new hire with your company and allowing him to meet the rest of your staff is important for building relationships. The problem is that this isn’t always done at the most opportune time, which can create friction. For example, it might be your first instinct to make introductions first thing in the morning on a Monday before the day gets in full swing.

However, this may not be the best timing because things can be chaotic, and your staff might need some time to get in a rhythm. Another and perhaps better option would be to make introductions during a period of downtime such as Friday afternoon when things are a bit more relaxed.

 

Offer a Mentor for Support

There’s nothing that can ease someone’s anxious and overwhelmed mind more than a personal mentor who’s readily available to answer questions, offer guidance and provide support. Do a new employee (and yourself) a favor by appointing a mentor to work one-on-one with a new hire to help them get the hang of things. Ideally, a mentor will be seasoned, highly knowledgeable and have a friendly, empathetic personality.

 

Encourage Participation

It’s common for a new employee to feel like she’s on the outside looking in during her first few days. You can reduce or eliminate any sense of isolation she may feel by fully encouraging her to participate and immediately be part of the team. Here are some examples:

  • Ask him about his personal and professional goals
  • Hold team building activities
  • Ask for his input on issues
  • Genuinely listen to what she has to say
  • Get to know her on a personal level
  • Get him involved in social events

Effective onboarding and ensuring that you create a welcoming environment for new employees is integral to the success of individual employees as well as your business as a whole. In fact, information from the Society for Human Resource Management found that “New employees who attended a structured orientation program were 69 percent more likely to remain at the company up to three years.”

 

They also found that “Losing employees because they are confused, feel alienated or lack confidence indicates inadequate onboarding.” Everyone benefits by going the extra mile to make new employees feel welcomed, and it eases the transition process dramatically.

RMI Now Offers Electronic Employee Onboarding

At RMI, we understand just how integral employee onboarding is to today’s businesses. When done effectively, it makes new employees more productive, improves their performance and reduces turnover. In fact, an infographic from UrbanBound’s website states that “organizations with a standard onboarding process experience 54 percent greater new hire productivity and 50 percent greater new hire retention.”

That’s why we recently started offering electronic employee onboarding as an add-on to our human resource information system (HRIS).

What is Electronic Onboarding?

In the past, most onboarding tasks typically had to be done by hand and were highly inefficient, not to mention error prone. Employees were required to fill out a lot of paperwork – and the HR team then had to input that data into a system.

Electronic onboarding is the newer and much more efficient way to handle onboarding. It involves using a single online portal where both administrators and employees can access all relevant information. Employees can fill out forms and get up to speed on their job responsibilities. Employers can easily manage this information and automate much of the onboarding process.

Primary Features

Administrators can do the following:

  • Quickly get new employees set up
  • Manage employee information such as their address, pay rate and job status
  • Enter and upload payroll
  • Review payroll invoices
  • Check out reports
  • Stay notified of any forms that need to be filled out

You can also add customized elements like your company’s handbook or present things like policies and benefits.

When it comes to employees, an electronic onboarding platform allows them to conveniently fill out personal information (e.g. first and last name, social security, birth date, email, etc.) and verify employment eligibility. All the while, the system helps walk them through the process to minimize any confusion or complications. 

Top Benefits

When compared with traditional, more antiquated techniques, electronic employee onboarding has three main benefits. First, it streamlines and automates onboarding in a way that reduces any frustration that you or your employees may have felt in the past. This means you spend less time entering meticulous details and can get new employees familiarized with relevant information.

Second, you can dramatically reduce the odds of incurring penalties due to missing or incorrect information. Electronic employee onboarding is designed with legal compliance in mind and will notify you when something needs your attention. This gives you more peace of mind and should keep you clear of ugly legal fees.

Finally, this is a great way to engage employees right out of the gate and can help you retain more of your top talent. By completing the initial formalities in a way that’s simple and fluid, you can get new employees started out right. This will ensure that their first experiences are positive ones, which means they’re less likely to jump ship later on.

If you’re looking to improve and optimize your company’s onboarding, you’ll definitely want to consider electronic employee onboarding. You can learn more about the specifics by checking out this video.