Process & step-by-step guide for workforce onboarding

HR Managers face numerous challenges on a day-to-day basis, but none more intense than recruitment and employee onboarding. The demand is insatiable, but the talent pool continues to shrink steadily. Succeeding in the quest to find the right candidate despite the talent crunch has become more important than ever. But after finding the right person, an even larger challenge begins.

After devoting endless hours searching for, identifying, interviewing, and recruiting the right talent, if the new hire ends up quitting for a greener landscape, all your hard work will go down the drain, and you are back to step one. Or, what if a candidate accepts an offer, confirms the notice period, agrees to a date of joining, but backs out at the last minute?

Can a more structured employee onboarding implemented using a defined employee onboarding process really prevent something like this? Would it really increase employee engagement, invoke a sense of loyalty in new hires and in turn, improve employee retention rate?

1. Releasing the offer

Employee onboarding process starts right after the recruitment phase. Once an employee is selected, an HR manager sends a warm welcome email with a few essential documents like the offer letter, links to fill out digital onboarding forms, and policy documents. Keeping the approach transparent familiarises the employee with the organization’s culture and lets them know what to expect.

2. Offer acceptance

Once the employee accepts the offer, the best organisations will schedule a quick call to review the forms, benefits, policies, and set expectations. Keeping the new hires engaged will affirm their choice to accept the offer, and forge strong emotional ties with the organization. This is the right time to start sketching the agenda for employee orientation.

3. Waiting period

Just because an employee accepted the offer doesn’t promise that they’ll turn up for the date of joining. During the waiting period, the employee might be open to offers from other potential employers as well. So, it is critical to build a good rapport with the employee. Let the employee know they’re valued. It’s a good idea to also plan the waiting period when you’re designing your employee onboarding process

4. The day of joining

On the first day, most new hires have mixed emotions. They feel anxious, happy, excited, and nervous at the same time. So, the primary duty of HR managers is to ensure that the new hires feel welcome and comfortable. Invoking a sense of belonging in new hires will make them feel more committed and focus better on their work.

Having a handy employee onboarding checklist will relieve the stress of HR staff. Here are a few things to do before the day of joining:

• Keep the orientation schedule ready
• Assign IT assets (workstation, email access, etc.)
• Obtain necessary office supplies (furniture, keys, access card, etc.)
• Set up a salary account
• Assign a mentor or go-to-person who can help the employee settle down

5. Coordinating with other departments

It is essential to coordinate with key stakeholders (co-workers and managers) and notify them of the start date of the new hire. HR staff may enlist the help of other employees to decorate the new employee’s cubicle, organise one-on-one welcome meetings, and schedule an orientation session.