Integrating new employees is no small task! Imagine entering a workspace filled with unfamiliar faces, whose codes, processes and premises you do not know. This is not the time to leave them alone in the pond. The onboarding process is very important to welcome your new talents in good conditions, to facilitate their integration within the group and also for your employer brand. So how do you go about it? What processes should you put in place? Is the onboarding program the same for an intern, a junior or an expert in his/her field? All about onboarding! 🚀
What is onboarding?
Once a candidate has been recruited, the recruitment process does not stop there. The first few days are key for both you and the new recruit. According to a study on onboarding conducted by LinkedIn, 4% of new employees leave their position after a disastrous first day and 22% of employee turnover occurs during the first 45 days. Your onboarding is the process you put in place to welcome a newcomer for the first few days, or even several weeks. You will certainly spend time on this, but it is an investment for the future! This is when the employee experience in your organization begins.
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Steps to successful onboarding
Following the recruitment of an employee, here are the operational processes you can put in place to facilitate the integration period:
#1 Prepare for arrival
→ Send an introduction email to the new employee
→ Manage some administrative tasks: contract, health insurance, meal ticket, medical check-up etc.
→ Prepare his or her work tools: computer, telephone, email, drive, passwords, software access, etc.
→ Add some HR formalities: mission statement and objectives, documents to be read... with a welcome sheet that lists all the documents to be read in one place. The must-have being to pass on a training plan for new employees!
→ Brief the team: internal communication to warn the team members, mobilize them and coordinate well with the managers for the welcome of the new employee.
# 2 Help the employee to get used to the company
The first few days, that famous first impression counts for a lot. Joining a new team and feeling expected is a lot more pleasant! So how do you go about it?
On the first day
→ Organize a welcome coffee with the team
→ Pass on a welcome booklet or even a welcome kit!
→ Spend about 2 hours on the history, culture, vision, and roadmap to help them understand how the company works, and the projects underway and to come.
→ Plan a meeting with the manager
That same day or the first week
→ Set up a meeting with team members or one-on-one interactions to allow the new hire to understand who does what.
→ Take time to set up the tools and read the documents provided
Once you've done all that, assignments can be taken on quickly and you can test your new employee's abilities during the trial period!
💡 If you have several employees recruited at the same time, the ideal is collective onboarding over several days to welcome the newcomers and create group cohesion effects.
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Managerial onboarding by profile type
Depending on the experience of your new hires, integration programs must be adapted. Here are different management practices according to the profiles:
For juniors
→ Framing the first few days is key!
→ Don't expect them to know how to work on their own (doesn't mean they aren't brilliant)
→ Your goal: 1 hour of management / week
For autonomous profiles
→ Audit them the first few days: have them analyze and propose solutions
→ Put them in the lead for meetings, productions, etc.
→ Do not abandon them from the start!
Remote
Confinement has been a revelation of corporate cultures with the implementation of telecommuting, an opportunity to decentralize power. But when hiring new employees remotely, how do you manage their onboarding?
→ Adapt the rituals: say good morning every morning via a remote communication tool, organize X meetings per week by video, regularly take the pulse to know the feeling of your employee...
→ Trust & be transparent
How do you measure onboarding success?
While the onboarding may seem to have gone well on your end, what did your new employees think of their onboarding experience?
To evaluate the onboarding, take stock regularly:
→ Organize a review at each stage of the integration
At 1 week, 1 month, then 3 or 6 months
→ Ask for an astonishment report
Via a surprise report that the employee writes on his or her own and whose objective is to obtain feedback on his or her feelings about the company, his or her arrival, integration, the atmosphere and the work environment.
→ Take advantage of the mandatory annual HR review (or the 2-month review for an internship)
You can also take advantage of annual HR points to discuss the integration process of an employee since his/her arrival.
Evaluating the integration will also help you prepare your new integrations: thanks to your employees' feedback, you will be able to optimize the integration and better integrate the newcomers!
For further
👉 How to write a promise to hire? Templates and examples
👉 New employee integration plan template
👉 10 tips to recruit effectively
Take action
👉 Create a recruiter space and post free job offers on jobs_that_makesense