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The first days in a new job usually evoke the fear of the unknown. The hired person is concerned about how they will be received by the team and wants to make a positive impression. Without the help of others, she may feel lost, stressed and confused.
Employee onboarding may facilitate adaptation to a new workplace. What exactly is this procedure and how to effectively implement it in your company?
Onboarding - what is it?
Onboarding is a concept that was born in the 1970s. First, they began to be used in aviation, where it denotes a number of procedures that must be met before boarding a passenger. By analogy, the term "onboarding" has started to be used also among HR teams. It can be defined as any activities aimed at facilitating the implementation of a new employee in the company. The purpose of onboarding is to accelerate the process of its acclimatization and to provide it with relevant information on the way the company operates.
Onboarding in the company begins at the final stage of recruitment, when the decision to recruit a new person has already been made. It does not end on the first day of her employment, but should last at least 3 months.
A properly conducted process of introducing an employee to the company's structure covers 4 areas, referred to as 4C:
Compliance (procedures) - consists in fulfilling formal procedures related to, inter alia, with the conclusion of an employment contract, medical examinations, health and safety training or signing a confidentiality agreement. At this stage, the company provides the employee with access data to a computer, company e-mail box or intranet system. He also learns the work regulations, rules of overtime settlement, reporting holidays or the circulation of company documentation,
Clarification (tasks and goals) - it concerns presenting the employed person with the scope of responsibility, tasks, as well as goals, values, mission and strategy of the company,
Culture - an area relating to familiarizing the employee with the organizational culture of the company, norms or informal customs. Learns what patterns of behavior are accepted and desirable in the company, and which should be avoided, e.g. in terms of dress code,
Connection - The stage of social integration with colleagues. In this case, onboarding an employee is aimed at making them feel part of the team.
How to implement onboarding in your company? Good practices
1. Mail before the first day of work
Before a new person joins the team, it is worth sending them an e-mail with the necessary instructions. In its content, you can indicate practical information, e.g. recall the time of the meeting and the exact place where the HR employee or manager will be waiting for it. It is also good to inform in the e-mail how the first day of work will go, as well as indicate the list of documents that the new employee should provide. It is also a good practice to send an e-mail to team members so that they are prepared for the arrival of a new person and can plan the time to provide support.
2. Employee's manual
The new employee should be handed a manual, which will contain important information about the specifics of the company, as well as about the standards, rules and procedures that govern it. Ideally, it should take on a loose, even playful form. You can use, among others diagrams, comics, Q&A lists, infographics, mind maps, photos or case studies.
3. Multimedia training
If a newly hired person has to learn a lot of procedures, standards, instructions and regulations in a short period of time, he or she will probably feel overwhelmed. That is why it is worth using multimedia training materials, such as quizzes, tests, games, podcasts or graphic presentations. Thanks to this, the training will be more effective, because the employee will remember a lot.
4. Welcome kit
Another good practice in the field of employee onboarding is the preparation of a welcome pack for them. You can give him, for example, various company gadgets on the first day, such as a pen, backpack, t-shirt, notebook, mouse pad, blanket or mascot. Thanks to this kind gesture, he will feel appreciated and distinguished from the very beginning. Some companies also surprise new crew members with a welcome cake.
5. Lunch together
During it, a new employee can introduce himself to the crew members in a relaxed and pleasant atmosphere, talk about himself and ask various questions. Having lunch together is a good practice as it facilitates the quick integration of a newly hired employee into the team. It prevents the new person from feeling alienated and left to themselves.
In order to accelerate the process of acclimatization of an employee in a new environment, it is worth designating the so-called buddha. This is the person responsible for guiding him through all stages of the onboarding process. This type of mentor takes care of a new employee during the first months. It familiarizes him with the unknown environment, supports him in learning about the company's structure, procedures and rules, and motivates him to work. Ideally, it should be a person who has expressed a desire to become a Buddha himself and works in the company long enough that he knows its specifics well.
7. Onboarding games
An onboarding practice worth following is inviting a new employee to a joint office or field game. Thanks to participation in it, he will be able to get to know the specifics of the company, its values, as well as his own role in the organization in a pleasant way. Onboarding games also prepare for cooperation with other crew members and help to better integrate with them.
8. Preparation of the workplace
On the first day, a new employee should have a properly prepared workplace - a computer, armchair, desk, telephone, work clothes, pen, notebook, etc. It is also worth giving him access to the company's email box, instant messaging or intranet system from the very beginning. You should also remember to provide him with the operating instructions for the company's equipment.
9. Guided tour of the company
On the first day, it is also worth showing an employee around the office, showing the kitchen, conference room and other rooms. It is a good practice to give him a map illustrating the office space. You can also go to the room of each department together with the newly hired person to introduce them to the other employees and inform them about what they will be responsible for.
It is a good idea to encourage new employees to provide feedback both during and after the onboarding process. During a casual conversation, he will be able to present his own comments, thoughts, needs and suggestions. This will allow him to feel that his opinions are valuable to the company. The HR department and other people involved in onboarding can use the feedback obtained, e.g. when introducing new people to work.
What are the benefits of employee onboarding?
The onboarding company reduces the risk that new employees will quickly submit their terminations. Their loyalty to the company increases, which translates into lower turnover and optimization of recruitment costs. Properly conducted onboarding allows you to avoid misunderstandings, because the employee knows the company's expectations towards him well. He identifies himself with the values of the organization faster, he is better motivated and satisfied with his work. Thanks to this, it performs it in an efficient, effective and creative way. Moreover, quick integration with the team contributes to building a positive atmosphere in the workplace.