Onboarding and integrating your new hire into the team

Jan 6, 2020 | General

Savvy HR managers will consider the onboarding process from the time an offer is sent, to the moment when an employee joins the organisation in the first 90 days. Every process that falls within that time period falls under the onboarding process.

What is the employee onboarding process?

It is the introduction of the new employee to the organisation’s environment and culture. It is the first interaction an employee has with the business after the interview process.

This process helps your new hire settle into their new role, get to know the organisation, gain clarity on what is expected of them and create good relationships with other employees.

Here is an example of a good employee onboarding process flow

1. Releasing the offer

After the recruitment phase, the selected candidate will receive a congratulatory email with a few essential documents like the offer letter and other onboarding forms to fill in.

2. Offer acceptance

Once the offer has been accepted, the forms will be reviewed and an agenda for the orientation and induction will be set.

3. The day of joining

On the first day, be sure to welcome the new hire, really make them feel part of the team. You could perhaps put a hand-written card on their desk or invite them to join for a bit to eat one morning. This should be something that reflects the company culture.

Ensure that this checklist has been put in motion:

  • Orientation schedule
  • IT tasks (workstation, email set-up, biometrics etc.)
  • Office supplies
  • Paperwork that may still need to be signed

Let your new hire know who they can go to with any queries that may have been overlooked.

4. Coordinating with other departments

It is essential that key personnel be aware of the start date of the new hire. This will assist in scheduling orientation and meet and greet with the relevant departments. Send out an email to everyone in the office so they’re prepared to welcome the new employee. Ensure they are added on the telephone list and global directory.

5. Training and orientation

Doing an assessment of your new hire’s skills will help you develop a personalised role-specific training. This will help your new employee get up to speed quickly.

The orientation session should give the new hire insights into the company goals and culture. It will also give an overview of the teams within the company, including team processes and company policies. It is also a good time to set goals and objectives for the next 30, 60 and 90 days.

6. The first quarter

The objective of this first period is to ensure that the expectations of the organisation and the employee match. This period should be filled with active dialogue about the employee’s progress and it should be clear that the new hire is contributing and becoming an integral part of the organisation.

The main objective of this period is to review the expectations of the organisation and the employee and ensure they match. It is crucial to keep an open dialogue with the new employee during this phase. The new hire should have become an integral part of the organisation by the end of this period.

Consider the experience of starting a new job from the perspective of a new hire when you set out this process. Starting at a new company means a new role, tasks, responsibilities, co-workers and routines. It is the perfect opportunity for them to contribute within the context of their talents and passions to impact the company.

By following these steps, you can ensure that your new hires have the smoothest possible transition. New employees can be an incredible asset to your company, and you want them to be willing and able to provide immediate value to your operation.