The onboarding process for companies: create transformative experiences for your new employees

For many companies, the onboarding process for new employees can become an overwhelming experience, both for the existing team and the newcomer. Problems such as a lack of clarity in assigning tasks, inadequate initial training, or a failure to connect with the company culture, can trigger high levels of stress and result in a significant talent drain. In fact, a survey conducted by Headway revealed that an alarming 75% of professionals do not have a good memory of their onboarding phase.

By implementing an effective onboarding process, you can guide your new employees effectively through this transitional period and into their new role, laying the foundations for success and ensuring that you hold on to the best talent. Unsure about where to start? We’ve prepared a complete guide to a successful onboarding process, designed to make your employees feel welcome and committed from day one. Read on to discover more.

1. What is onboarding for new employees?

The term onboarding means literally to welcome someone aboard, and in the workplace, refers to the act of welcoming new employees into a company so that they feel comfortable, understand their roles and responsibilities, and can begin working productively as quickly as possible.

To achieve this, an onboarding process is made up of a series of different activities and resources. These are designed to help new workers integrate swiftly, adapting to their new role and work environment.

2. What is the purpose of the onboarding process?

The onboarding process serves as a bridge between a new employee’s first steps and their complete integration into a company. Its main aims are to:

• Provide guidance on tasks and responsibilities.
• Establish job expectations.
• Introduce the team and its leaders.
• Offer specific technical training.
• Introduce the company’s organizational culture.

3. The advantages of an effective onboarding process

Organizations that offer an effective onboarding process are able to increase their talent retention rates by up to 82%, and their productivity by up to 70%, according to G2. Additionally, 69% of employees who experience a good onboarding process are more likely to stay with a company for a period of at least 3 years.

Moreover, a positive onboarding process not only has benefits for a company, but also for its individual employees. Here are some of the most important ones:

Benefits of the onboarding process for a company

• Increases efficiency and improves employee performance: When an employee has all the information they need to do their job at their disposal, it has a positive impact on their efficiency, performance and motivation.
• Increases loyalty and decreases turnover rate: The more satisfied and motivated employees are in general, the less talent drain there will be in a company. Passing through a smooth, thorough, and positive onboarding process heightens employee loyalty, and this in turn reduces the company’s turnover rate.
• Strengthens employee commitment to the company: With a good onboarding process, new employees gain an awareness of how an organization views and values each of its professionals. The process is not only about accompanying and guiding newcomers during their first days, but also integrating them and fostering a sense of belonging.
• Integrates the worker into the corporate culture: An effective onboarding process smoothly integrates new employees into the company’s corporate culture, which helps to streamline processes, improves the work environment, enhances employee commitment, and promotes autonomy.

Benefits of the onboarding process for new employees

• Creates a fluid and functional adaptation period: Effective onboarding reduces the feeling of ‘not knowing where to start’ that many new employees experience. It offers all the information needed to navigate that tricky first day: for example, office location, managers’ details, security regulations and company protocols.
• Provides clarity in expectations: Onboarding gives employees a clear understanding of their role expectations and wider company objectives, establishing the foundation for successful performance. Simply put, it allows the new employee to know what is expected of them.
• Improves peer relationships: By connecting new employees with other colleagues and leaders during onboarding, healthy working relationships are established from the outset. This not only fosters collaboration, but also contributes to a friendlier and more welcoming work environment.
• Reduces first-day anxiety: By providing detailed information, plenty of support, and a clear structure during onboarding, you reduce the anxiety typically associated with a new job. Employees generally feel more confident and prepared to face challenges that may arise in their roles.

4. Key elements and steps for a successful onboarding process

Although there is no single framework to apply when carrying out an onboarding process, there are certain elements that can make all the difference in implementing it successfully. In another article, we shared with you the four C’s of effective online onboarding, and below, we walk you through the key steps that you should incorporate into your program.

Although ideally your new employees should arrive for their first day with a fairly clear idea about the company, there will probably be some guidelines they are unaware of and should familiarize themselves with. To make this happen in the most natural and simple way, you should structure your onboarding plan with these steps in mind:

1. Welcome and company presentation

This first stage involves presenting an employee with the company, the department and the specific team to which they will belong. It can also include a guided tour of their new facilities, as well as any other information they may need, from dress code, regulations and workspaces, to working methods and even car parking.

2. Workflow training

The next stage of the process is initial training. Here, the new employee is provided with all the information and skills training they need to perform their job. This may include training sessions, tutorials, reference materials, or any other relevant resources that help the new employee perform their job correctly.

3. Assignment of responsibilities and tasks

Once initial training is complete, specific responsibilities and tasks should be assigned to the new employee. At this stage you must clearly define the functions and aims of the position, as well as establish performance expectations. Don’t forget that assigning tasks should be a gradual process, allowing space for the employee to ask questions and request support or guidance if they need it.

4. Integration into the team and organizational culture

Integration with the team and wider organizational culture is a key step in any onboarding process. It ensures interaction and collaboration with other team members, and also promotes employee participation in company activities, meetings or events, which helps to develop a sense of belonging.

5. How to design an effective onboarding process: step by step

It’s important to be clear on the following: the objectives of the onboarding process for new employees should be to reinforce the company’s image; facilitate integration into the team; and help them start developing their skills as soon as possible. But how can these objectives be achieved? We’ve developed 3 easy-to-follow steps so that you can implement your onboarding process as smoothly as possible:

1. Define the phases of the onboarding process

As we’ve seen, the onboarding process must include at least three well-defined phases in order to be successful:

• The first phase is the welcome (or delivery of the welcome pack) that provides all the relevant information on the company’s corporate culture, policies, standards and organizational objectives, as well as more specific information on an employee’s position.
• In the second phase, the employee gets to know their company’s colleagues or, depending on the size of the organization, their specific department colleagues.
• During the third phase, the new professional will begin to receive help with their first tasks from supervisors or colleagues.

2. Plan the structure of the onboarding process

The next step is to prepare the actual information that should be provided to all new employees when they start. This is usually contained within the welcome pack and includes:

• General information

This is information that applies to all new workers in the company, from the sales department to customer service or even human resources. This part of the structure includes general information such as the history of the company, its founding date, the identity of its founders, its activities and, above all, the values by which it is governed.

It should also include an organizational chart that identifies the different departments of the company and their functions, as well as the rules, policies and procedures for action in an array of different scenarios.

• Position Specific Information

This part of the structure is adapted to the specific activity the employee will carry out. It should include an organizational chart of the individual department, complete with its various managers and functions, a description of the tasks the new employee will perform, and a clear indication of their objectives and the manner in which they should be achieved. It will also include any necessary contact numbers, email addresses, and intranet and computer programs with which the company works, as well as login details and passwords.

• Training plan

Finally, the structure must also include information on the growth and development options the professional will have within the company. This should cover any training options offered, plus information on internal promotion programs and performance evaluations.

3. Implement the onboarding process and receive the new professional

Finally, it’s important to prepare everything you need to welcome the new employee and begin your onboarding process successfully:

• Prepare the employee for their new position by ensuring they have all the appropriate material, such as computer access codes, manuals or any other element they need to start carrying out their tasks.
• Show them their workplace, which may involve taking a tour of the office or the most important areas of the company. Ensure that they know where their colleagues are located, and point out the human resources department, their direct manager, the toilets, cafeteria and any other important areas. For remote onboarding processes, there are other protocols you can follow to provide a good welcome.
• Inform the employee about their weekly or monthly tasks, and familiarize them with the tools and methods used in the company to plan and carry out processes. For example, if hiring a social media manager, you should inform them about the frequency of publications, the posting protocol and style manual, and the network access and passwords necessary for this.

6. Tools and resources to optimize onboarding

Another key element of any successful onboarding program are the tools and resources that optimize the new employee’s experience. Two of the most important are:

Documentation and reference materials

This is fundamental and relevant information about the company, which may include welcome manuals, an orientation guide, job descriptions or company policies. The important thing is that an employee gets a good general vision of the organization through these materials.

Onboarding process management platforms and systems

The use of platforms or management systems for the onboarding process is an increasingly common practice in modern companies. These are digital tools that provide a structured and efficient approach to managing and tracking the whole onboarding process from start to finish.

These systems often include helpful features such as checklists, task automation, progress tracking, and assessments. They also have additional functionalities that assist with communication, collaboration and the centralization of information.

7. How to retain talent through continuous onboarding

Continuous onboarding has recently emerged as a powerful strategy to keep employees engaged and motivated in the long term. But what is it all about? The key to continuous onboarding lies in extending the onboarding process beyond the confines of a short, initial welcoming period. This can be done through implementing ongoing professional development programs to ensure that employees not only integrate effectively, but also find opportunities to grow and improve their career within the company.

Personalization plays a crucial role in this process. Tailored mentoring offers employees’ specific guidance based on their individual needs, strengthening their emotional connection to the organization. Likewise, providing access to continuous learning programs helps to nurture an environment of constant development, keeping employees engaged and eager to contribute over the long term.

8. Metrics and the evaluation of onboarding success

Now you know how to implement an onboarding process in your company, but one question remains – how can you measure its impact? How do you know if it was truly successful? The key is to implement a comprehensive monitoring system that allows you to analyze all stages of the project.

This involves not only tracking each phase of the onboarding process, but also reinforcing new employees’ learning through techniques such as gamification, revision activities and periodic evaluations. These measures help to produce better results, making for a more effective onboarding process and leaving a lasting impact on professional development within your company.

As we have seen, if you want to optimize your onboarding process then it‘s essential to have the right tools. And on this count, we have good news: isEazy Engage is the perfect solution to help you achieve lasting results. Our innovative app will allow you to easily design, implement and manage your whole onboarding process from start to finish.

Offer your new employees full and easy access to documentation and reference materials, manage the onboarding process smoothly and efficiently, and make communication and participation a breeze. Our app ensures a successful integration for your very latest employees. So what are you waiting for? Try isEazy Engage and request your demo today!