An inefficient on-boarding process can sour a new employee's initial experience with your company and waste valuable staff time. By streamlining the on-boarding process, you can reduce work for your HR and management teams and encourage new hires to grow with your organization.
These tips can help your HR team hire people faster
Here are some tips you can use to streamline the onboarding process at your company:
1. Tackle the paperwork first
Tax forms, benefits documents and other paperwork are a mandatory (albeit time-consuming) step in the onboarding process. By setting aside a few hours to complete onboarding paperwork before your new hire starts work, he or she can dive in on day one.
Additionally, taking care of the paperwork upfront can assure your new employee that everything is on the up and up. Putting someone to work before he or she has completed all required paperwork can be disconcerting for the new addition to the company and could put you at legal risk as well.
2. Have supplies, login details and training ready to go
If the new employee is sitting idle waiting for job training, work supplies or uniforms, that wastes your payroll hours. It also can create an uncomfortable environment for a new employee. To avoid these inefficiencies, have everything ready to go before you begin the onboarding process.
Depending on your industry, this may include securing an assigned workspace, critical safety supplies or tools. It should also include digital information, such as logins for productivity apps, point-of-sale systems and identification codes for time clocks.
3. Provide organized content
Training materials should strike the balance between providing ample information and being as concise as possible. They should be clear and well written. Test these documents by having a third party review them for clarity and seek post-training feedback from new hires so you can modify documents as needed.
To avoid confusion, consider including your corporate policies and procedures with your training materials, or send this information to the employee before their first day. These documents should reflect your corporate culture so new employees know what to expect.
4. Welcome them to your company
To make your new hire feel comfortable during the onboarding process, a welcoming ritual may help the onboarding process go smoothly. This could be a small gift, a lunch or meet-and-greet, or a team-building activity that aligns with corporate culture. Small gestures like these can go a long way toward building camaraderie with your new worker from day one.
5. Extend the process
Too often, companies rush new employees through training or give them insufficient instruction and leave them to their own devices. While autonomy is great, you must also balance it with oversight, engagement and help.
Give your new employee clear directions on who they can reach out to if they have questions or consider assigning a mentor to work with them.
Don't stop the on-boarding process after the first week. Schedule regular check-ins with your new employee to address any questions or gaps in training that emerge on the job.
6. Standardize the process
Ideally, you should have a new-hire checklist or designated onboarding workflow. When you standardize the onboarding process, you go through the same steps every time, and that boosts efficiency. If you have a large workforce, you may need different steps for different roles, but in many cases, you still can create a template and adjust as needed.
7. Automate as much as possible
Electronic signature software and filing-sharing apps can make it easier to share and approve paperwork for new employees. Apps that sync documents or project-management apps can be leveraged to work with training and allow management to monitor tasks as the new hire completes them. Even on-boarding software that syncs with your payroll software can save time on manual entry.
By following these steps, you can streamline the on-boarding process and help your new employees get up to speed faster.