How To Streamline Your Employee Onboarding Process

How To Streamline Your Employee Onboarding Process

An effective onboarding process is an opportunity to establish a positive relationship with new hires and help them succeed at the company. However, manually handling the process can be time-consuming and involve a lot of administrative work for HR and People Teams.

To make the onboarding process more efficient, HR Teams require technology and support that automates as much of the process as possible. This article discusses the significance of an efficient onboarding process and ways to improve the experience for both hiring managers and new employees.

The Importance of Efficient Onboarding

With intense competition for new talent across all industries and company sizes, People Teams are under pressure to fill positions while also dealing with high turnover rates. In this scenario, an efficient onboarding process can offer several benefits:

1. Better employee experience

The adage "you never get a second chance to make a first impression" holds particularly true for new hires. Beginning a new job can be a nerve-wracking transition and new employees will be closely observing if they have made the right career choice. A smooth onboarding process is the first step in creating a positive long-term experience for employees. By prioritizing employee development, company culture, and regular check-ins, you communicate to new hires that their experience in the workplace is valued.

2. Increased employee retention

Retaining employees is a crucial goal for many organizations, particularly in a time when competition for talent is fierce. Onboarding process plays a major role in employee retention. With 20% of employee turnover happening within the first 45 days of employment, it is important to prioritize new hires. High turnover can be costly, taking into account the cost of the vacancy period and the effort required to fill the position. While some turnover is inevitable, it is beneficial to maximize the lifetime value of employees from the start.

3. Improved employee engagement

An efficient onboarding process familiarizes new hires with the company's mission, vision, goals, values, and culture, and provides them with an understanding of their role and how they contribute to the organization's success. This increases employee engagement, which can lead to increased productivity, lower absenteeism, and a higher likelihood of long-term employment. Though it may seem like a small benefit, the positive impact of engaged employees on an organization is well-documented in research.

4. Easier recruitment

When new hires have a bad onboarding experience, they are less likely to recommend the employer to others in their network. Unhappy employees may also post negative reviews on employer review sites, damaging the company's reputation. On the other hand, a positive onboarding experience can lead to employees promoting the company's culture and benefits, making recruitment efforts easier. Furthermore, they are more likely to refer their connections for open positions, which is a cost-effective and efficient way to attract new talent.

5 Ways to Streamline the Onboarding Process

If you find the onboarding process to be tedious or frustrating, you're not alone; 52% of HR professionals report that onboarding is the most challenging aspect of their job. To make the process more manageable, what steps can you take to streamline the onboarding process?

1. Implement pre-boarding

One way to improve the onboarding process is through pre-boarding. This is especially important for candidates who were hired remotely or will be working remotely without in-person interaction with your team. Pre-boarding may include reaching out to the new employee for informal introductions before their start date, sending company swag or a welcome package and message. This is also an appropriate time to provide company mission statements, employee handbooks and culture decks. By taking care of these tasks before the employee's first day, you can ease the workload during the first week. Check out this onboarding checklist for additional steps to include in this stage.

2. Provide all necessary equipment

Provide new hires with all necessary equipment from the start. Before their first day, determine the required devices and accessories for their position and make sure they are ready. Ensure they have active accounts on all company apps and that the necessary user settings are in place. Many organizations fail to prepare and leave new employees waiting for IT to arrive with a laptop on their first day, which can create a poor first impression. To avoid this, consider automating the device provisioning process.

3. Create a clear training plan

Design an effective training plan as part of your onboarding process to help new hires stay focused and develop the necessary skills to perform their role successfully. A job-specific training program also helps new hires stay on track and have a clear path for advancement within the company. Before starting the training process, ask the employee about their goals and aspirations so you can tailor the plan to their needs. Schedule regular check-in meetings from the start to keep all parties accountable.

4. Ask for feedback

Gleaning insights on how to improve the onboarding process often comes from past experiences. Evaluate the effectiveness of your current onboarding process by surveying managers and employees who have gone through it, as they are in the best position to know what works and what doesn't. Additionally, it's important to gather feedback from new employees while their experiences are still fresh. Ask managers to schedule regular feedback sessions with new hires to track their progress and identify areas for improvement in the future.

5. Implement a buddy program

New hires often have questions about the company or workplace customs that don't need to be directed to their managers. A buddy program is an effective way to address these queries without placing all the responsibility on the employee's direct supervisor. When a new person joins the team, assign them an experienced employee who can guide them through the onboarding process and check in regularly. By distributing the workload involved in onboarding, it becomes more efficient.

Sentryon Can Help You Streamline Your Onboarding Process

Onboarding does not have to be a time-consuming, manual process for HR and People Teams. By utilizing the appropriate technology and support, you can create a smooth onboarding experience for both hiring managers and new employees. Sentryon can assist you in automating the tedious tasks through streamlined onboarding requests, streamlined device procurement and provisioning, and centralized user management and tracking. Contact us today to learn more about simplifying your onboarding process.