83% of companies don't feel adequately prepared when welcoming a new hire. However, the integration of a new employee is a crucial factor for both their engagement and your employer brand. The integration process for your new employee should be carefully planned and prepared in advance to ensure its success. Explore our ready-to-use kit with a step-by-step integration process!
Table of Contents:
- Definition of Onboarding in the Workplace
- The Importance of Integrating a New Employee
- Start the integration with a good preboarding
- Welcome Your Recruit on Day One: A Key Moment in the Integration Journey
- Continue to Support Your New Employee After Day One
1. Definition of onboarding in the workplace
Broadly speaking, employee onboarding refers to the process of integrating a new employee into the company. The integration process encompasses all the actions taken to welcome and support the arrival of a new employee in a company.
It's more than just a mere formality; it's a structured process that requires careful planning and involves multiple stakeholders.It cannot be successful without effective communication and collaboration among key players, including HR, managers, the new employee, and even a designated buddy.
2.The Importance of Integrating a new employee
A well-executed onboarding program has a positive impact on the new hire, leading to increased commitment and a better perception of the company. The cost and performance of a successful integration can be measured through three key indicators: retention rate, employee satisfaction (NPS), and return on investment.
In fact, employees who undergo a structured onboarding program are 69% more likely to stay within the company for more than three years compared to those who do not, according to the State of Employee Engagement study by Office Vibe.
3. Start the integration with a good preboarding
Preboarding begins with the signing of the employment contract and involves initial interactions between HR, the manager, and the new hire. Even before the employee's arrival, the initial contact is crucial. The preboarding phase initiates conversations and engages the new hire even before Day One.
Don't wait until the first day of your new employee's contract to think about essential elements. Here are our tips for effectively approaching the preboarding phase:
- From the manager's perspective, don't hesitate to call the new hire if it hasn't been done already to congratulate them and extend a warm welcome.
- Create an employee welcome booklet and share it with your new recruit to help them get acquainted with the company.
- Gather all necessary administrative documents to ensure everything is in order
- Communicate with the new hire regarding practical details related to their arrival.
- Set up their workspace in collaboration with IT and order any necessary materials for their Welcome Kit.
- Notify existing teams about the arrival of the new employee through an email or a notice.
- Designate a buddy (or mentor) who will be ready to assist the new employee on Day One.
- Reassure your new employee and show them that your company is a supportive environment where they can thrive professionally.
4. Welcome your recruit on Day One: a key moment in the onboarding journey
All the preparation done beforehand comes to fruition on the day your new employee joins the company. This day can be stressful for the newcomer, as they are entering a new environment where they need to quickly adapt to become productive. The role of the existing teams, including HR, managers, and buddies, is to instill confidence and provide a warm welcome. To facilitate this, the new hire should feel expected.
To achieve this, discover our checklist of steps to be taken on Day One:
- Prepare your recruit's first day with a welcoming itinerary, including breakfast, a tour of the premises, and introductions to other teams.
- Communicate with them about the upcoming stages of their training.
- Provide them with their Welcome Kit, which may include company merchandise or products to begin instilling your company culture. Ensure they have all the necessary equipment and technical support.
- Brief the new hire about the company and their role.
- Plan an informal welcome gathering.
- Remain attentive to any questions or concerns they may have throughout the day.
- Arrange a more informal meeting with their buddy.
5. Continue to support your new employee after Day One
The integration process for an employee doesn't end after their first day or week. To ensure your employee remains engaged and continues to develop their skills, they need ongoing support and a welcoming environment during the initial months. This allows them to feel comfortable and showcase their talents and abilities.
To maintain this engagement and your employees' performance, consider these best practices:
- Schedule regular check-ins, such as at the end of each month, to review your employee's initial experiences, progress, and needs.
- Gather feedback through an astonishment report. Feedback is a vital component of a successful integration process. It allows the new hire to feel heard and enables the manager to gauge their experience transparently.
- Validate initial objectives and areas for improvement, if necessary.
- Continue to provide training and introduce your employee to various aspects of the company to give them a 360° perspective.
- Ensure there are no lingering questions. Don't leave any issues unresolved. Show your employee that you remain attentive even after the initial weeks.
Workelo makes it easy to implement all of this through an adaptable and user-friendly digital tool for all stakeholders. For more information, explore the Workelo onboarding platform.