An effective onboarding process prepares the new hire for the first day and this process of onboarding starts from the moment the candidate accepts the offer.
Companies provide a preview and flavor of things at work and take care of the paperwork, prior to joining. Some of the best practices include
Submit a job requisition document to the HR department
The job requisition form contains the formal request for the new position. The form explains the company’s requirement for the new position and determines the budget needed. It includes information on the job title, the concerned department, date, and the job description. Submit the hire request with your HR department before kick-starting recruitment.
Perform a background check
Background checks are the employer’s method of finding information about new hires from channels other than the new hires themselves. A background investigation generally involves determining whether an applicant may be unfit for a job due to a record of a criminal conviction, motor vehicle violations, poor credit history, or misrepresentation regarding education or work history. A reference check generally involves contacting applicants’ former employers, supervisors, co-workers, and educators to verify previous employment and to obtain information about the individual’s knowledge, skills, and character. To conduct a background check you will need to retrieve the full name, social security number, and date of birth of the new hire. You will also need the employee’s go-ahead for credit reports, and degree transcripts.
Prepare an employment contract
The new hire contract contains detailed job information that covers job title, job description, team information, salary and benefits, company policy and norms, tasks, nature of employment- part-time or full time and length, targets, and working hours details. Also included are non-disclosure agreements, and non-compete agreements.
Send an offer letter
An offer letter provides a brief overview of the job position and company and includes specific job details, like joining date, compensation, work schedule, department, reporting manager, and benefits. Here employers can mention duties and responsibilties and set Key Performance Areas(KPA’s) and Key Result Areas(KRA’s).
Clarify essential job details
Provide guidance regarding where and when the new hire should report to work. Also provide basic info, like new hire accommodation, parking rules, and dress code. Also, provide the contact details of the reporting manager. Clarify any doubts with regard to organization policies. Email a copy of the employee handbook. List any documents or items which the new hire should tag along. Describe the first day/week itinerary. Briefly mention the duties and responsibilities of the new job along with expectations and key performance indicators.
Review job descriptions and role
A job description or JD is a written narrative that describes the tasks, duties, and responsibilities of a position. It may specify the functionary to whom the position reports, specifications such as the qualifications or skills needed by the person in the job, information about the equipment, tools used, working conditions, physical demands, and a salary. Send the new hire a copy of the job description, provide an overview of the role and department.
Complete all new hire forms
New hire’s forms should ideally be complete before employee first day so that new hire’s first few days at the new organization can be utilized for more productive purposes. New hire forms include Federal and all State Tax Forms, Direct Deposit, New Hire Policies, and Handbook Signoffs. Complete entire new hire paperwork electronically with a digital signature, and submit electronically.
Build social connections
Connect the employee to the manager and HR personnel. Connect the new hire with his mentor and team. Assign a buddy at work for the new hire, and brief that employee of his role. Inform team members and other stakeholders of new hire joining details, and get them onboard in making the new employee feel welcome. Set up a guided tour of the office space, and arrange for lunch out with the team.
Get new hire work station ready
Prepare the new hire’s work station with all the tools in place including name plate, computer, software downloads, ready and available. Configure the new hire’s e-mail ID. Provide necessary access, logins, and permits for the employee.
Schedule new hire training programs
Facilitate necessary training and mentoring to further equip the new hire for the role and assignments ahead. Make necessary arrangements for trainers, equipment, and space.
New hire checklists for the first 90 Days
- Confirm whether the new hire has received the offer letter
- Confirm date of joining
- Communicate location details of office along with details of stay
- Clarify any doubts with regard to organisation, policies, culture, dress code etc
- Remind new hire to bring the necessary documents on the date of joining
- Arrange for general requirements including hardware, tools and related needs of new hire
- Setup the new hire email account configured with Company Email and password
- Setup official new hire phone connection
- Create accounts on all official social channels
- Provide Access to employee portal
By the end of the first week, a new hire must be familiar with the people and the place. The goal should be to ensure the new employee understands the essential work processes and has a clear idea of the expectations and responsibilities of his role. A guideline for the first week includes:
- Give a first assignment
- Set goals both short term and long term
- Provide more information with regard to teams and department to understand the value generation with respect to the larger organizational goals.
- Provide training on systems, procedures and job specific needs
- Provide an overview of the performance review system, the reward system, development and career growth in the organization
- Provide opportunities for job shadowing, realistic job previews
- Provide immediate, but meaningful feedback, so that the new hire is quick to grasp and understand norms and expectations in the team
- Debrief and connect with the employee each day of the first week
- Facilitate meetings with HR, skip level managers, other related team managers, coaches and mentors, and CXO level managers
- Facilitate meetings with business line managers and executive level leaders to reinforce company goals, organization values and vision.
What to do in 30- 45 days of joining
At this stage, the employee is expected to have fully understood the performance expectations with regard to his role, and the organization continues to handhold and equip the employee, building connections, and facilitating relationship building.
- Get feedback from the employee with regard to his “settling in” – in the organization
- Review the new hire performance and provide feedback on specific tasks
- Provide relevant feedback – regularly and consistently
- Review performance and development goals
- Facilitate one on one meetings with managers, skip level managers and HR
- Facilitate relationship building across business and functions
- Review the employee with their buddy with regard to any queries
- Facilitate socialization with the new hire taking an active part in office events, work related and otherwise
- Ensure the employee has attended the new hire orientation program.
First 60 – 90 days
By 90 days the employee should feel a part of the organization, able to work and produce results independently.
- Review and discuss performance and development goals
- Provide meaningful feedback, and facilitate necessary training
- Get employee feedback on the onboarding and new hire orientation program
- Continue one on one meeting
- Set realistic performance goals
- Review the employee with the assigned buddy for feedback
- Continue facilitating relationship building and socialization in the organization
- Facilitate job shadowing.