The Complete Guide to the HR Onboarding Process: Strategies, Steps, and Best Practices

The onboarding process is crucial to creating a strong work relationship between new employees, their employers, and other employees. If done right, the onboarding exercise can set the tone for good performance, higher job satisfaction, and retention rates. 

In this guide, we will unpack the intricacies of the entire onboarding process. We will discuss the role of HR in the employee onboarding exercise and the best strategies to implement. This piece is for everyone involved in the onboarding exercise and new employees who want to learn about the process. Let’s dive right in!

What is Employee Onboarding?

To most people, employee onboarding is simply the process of integrating new hires into an organization. But it's a lot more than a simple integration process.

Employee onboarding is better defined as equipping new hires with the necessary tools, knowledge, and resources to succeed in their roles and as part of an organization. From this definition, you will see that employee onboarding is beyond attending orientation. It is more about creating a welcoming environment that promotes engagement and productivity from day one.

The purposes for which organizations hold employee onboarding processes include:

• Orientation to the organization's culture: New employees need to understand the values and general culture of the organization to feel a sense of belonging. According to BetterUp, workplace belonging leads to a 56% increase in job performance and a 50% reduction in turnover risk.
• Role familiarization: Onboarding allows new hires to learn about their job duties and how they fit into the larger team. This ensures better performance.
• Providing necessary resources and training: New hires may need to learn how to use organizational tools to perform their jobs effectively, hence the need for training.
• Organizational bonding: Employee onboarding is an excellent time for new employees to meet their colleagues and establish new work relationships. This is essential for effective collaboration in the workplace.

Why do you Need an Effective Onboarding Process

While onboarding is an essential component of employee integration, it is not without its own challenges. These often include:

• Information Overload - Onboarding often involves significant amounts of information being shared in a short period. According to Glean, about 81% of new employees feel overwhelmed by the sheer volume of details.
• Limited personal Interaction - Since the employee onboarding exercise is primarily administrative, new hires may miss out on building relationships with their colleagues.
• Lack of Follow-Up - Many organizations fail to follow up with new hires after their initial orientation. This can lead to feelings of isolation and uncertainty about job expectations.

Given these challenges, organizations need to invest in an effective onboarding program to combat them. According to reports from SHRM, an effective onboarding exercise can foster employee productivity, and retention by 52% and 60% respectively. This will benefit the new employees and contribute to the long-term success of the organization.

Stages of Onboarding

Every onboarding exercise involves a series of stages from the new hire’s first day to their first few weeks or months on the job. For the employee onboarding process to be effective, the HR department must create a structured approach which will be implemented in stages. These stages will often depend on the nature of the job - in office, hybrid, or fully remote. Let's get into it.

Stages in Physical Onboarding Process

Physical onboarding involves in-person interactions. Here, new employees engage directly with their colleagues and participate in face-to-face training sessions. New hires experience the workplace environment firsthand alongside the onboarding process. The stages in physical onboarding exercise include:

1. Pre-boarding

   Before the new employee’s first day, some things have to be put in place to ensure their smooth resumption; this is the pre-boarding phase. This stage involves ensuring that all necessary equipment, tools, and documents are ready. Some organizations will go the extra mile to send a welcome email with details of what to expect and whom to meet to the new hire.

2. Orientation Day

   The first day is often the most critical in the onboarding exercise. During orientation, new employees are introduced to the organization’s mission, values, and culture via presentations, discussions, and tours of the workplace. During this stage, the new hires are taught the policies and procedures of the organization.

3. Team Introductions

   Building healthy workplace relationships is a component of successful onboarding. During this stage, new employees are introduced to their team members and other colleagues. This can include meet-and-greet sessions, team lunches, or structured introductions.

4. Training and Development

   Once the orientation and introductions are complete, HR’s focus immediately shifts to training. This stage involves hands-on training sessions for the specific skills required for their roles. This could include shadowing experienced colleagues, participating in workshops, or engaging in role-playing exercises. 

5. Ongoing Support and Check-Ins

   Onboarding doesn’t end after the first week or month. Effective onboarding continues with ongoing support and regular check-ins with managers or mentors. This provides the opportunity for new hires to ask questions, share their concerns, and receive feedback. 

6. Feedback and Evaluation

   This is one key step that many organizations skip, but it is as important as all the other steps. Gathering feedback from new employees about their onboarding experience can help organizations identify areas for improvement and refine their onboarding exercise. This can be done through surveys or informal discussions.

Stages in Virtual Onboarding Process

Virtual onboarding has become relevant in today’s increasingly remote work settings. However, over 37% of HR professionals consider the virtual employee onboarding process quite challenging. Virtual onboarding includes virtual training modules, digital documentation, and remote check-ins. The stages here include:

1. Pre-boarding Activities

   Similar to physical onboarding, the virtual onboarding process begins with pre-boarding activities for remote employees. To run this onboarding process, organizations can send welcome emails with information about the company, resources the new hire needs, and even include links to online platforms with these resources. To make this stage a lot easier, organizations can use Darwinbox to create an onboarding checklist of information and tasks that new hires should be aware of.

2. Virtual Orientation

   The orientation stage is essential for introducing new employees to the organization’s goals and objectives, mission, and culture. This can be accomplished through formal onboarding programs like live webinars, recorded presentations, or interactive sessions. To make this process comfortable for new hires try to introduce virtual icebreakers and team-building activities. 

3. Digital Introductions and Networking

   Building digital workspace relationships is just as important as building relationships in physical workspaces. During this stage, organizations can facilitate introductions between new hires and their colleagues through virtual coffee breaks, team meetings, or dedicated networking sessions.

4. Online Training and Development

   Training and skill development are essential components of any onboarding exercise, but virtual settings require an even more thoughtful approach. This stage should include training on how to set up workstations, email accounts, and the necessary software. It should also include mandatory compliance training on topics like prevention of sexual harassment.

5. Ongoing Virtual Engagement

   Engagement and support throughout the employee onboarding process is crucial in a virtual environment. Hence, regular check-ins, feedback sessions, and virtual social events are non-negotiable. These activities can help new employees feel connected and valued. Try incorporating virtual coffee breaks and mentorship programs with the new hire’s manager to keep new hires actively engaged.

6. Feedback and Continuous Improvement

   Gathering feedback from new hires is essential for improving the virtual onboarding experience. Organizations need feedback to address pain points and ensure that the onboarding checklist continues to meet the needs of new employees.

Virtual Onboarding Timeline Template

Did you know that employees who have a good experience at a new job are more likely to stay in that organization for a long time? Onboarding studies suggest that employees who have a good experience in their first 90 days at a new job are 10x more likely to stay for a long time.

To make the onboarding exercise easy and effective, we have outlined a feasible 90-day timeline in the table below.

Automation using Onboarding Software

Despite the fact that the onboarding exercise sets the tone for a new employee's experience within an organization, many companies still struggle to execute effective onboarding. About  58% of organizations focus more on processes and paperwork. This often leads to confusion and dissatisfaction among new hires. But there’s an easy way out.

By automating onboarding softwares, HR departments can streamline the process to enhance efficiency and employee satisfaction. With DarwinBox, organizations can effectively manage the entire employee onboarding process from a single software. Other benefits of automation softwares like drawinbox include:

• Streamlined Processes: Automation allows HR teams to manage paperwork, compliance documents, and training schedules more efficiently. This reduces the administrative burden on the HR professionals.
• Enhanced Communication: Effective communication is vital in onboarding. However, as humans we are bound to forget things and this can affect how well information is communicated to new hires. With automated systems, HR personnel can send reminders, notifications, and updates to new employees, ensuring they are informed about important tasks and deadlines. 
• Efficient Tracking and Reporting: Automation allows organizations to track the progress of new hires throughout the employee onboarding exercise. Hiring managers can monitor completion rates for training modules, document submissions, and feedback surveys. 
• Personalized Experiences: Automated onboarding softwares can be tailored to meet the specific needs of different organizational roles. By customizing the onboarding experience, companies can provide relevant training and resources that align with each new hire's position.
• Consistent Experience: Despite the distinct personalised experiences that new hires may enjoy, a well-structured onboarding process ensures that all new hires receive a fair onboarding experience. This is in terms of access to all the resources and information they need. This way, no employee is better or less equipped than the other.

Best Practices in Employee Onboarding Process

Onboarding is the bridge between recruitment and full integration into the organization, so it's a non-negotiable organizational phase. However, the success of every employee onboarding exercise depends largely on the structure adopted by the HR department.

A well-structured employee onboarding process not only helps new hires acclimate to their roles, it also fosters a sense of belonging and commitment to the company. Despite its importance, 36% of employers still don’t have a structured onboarding exercise. The best practices to enhance onboarding processes are:

1. Create a Welcoming Environment

   The onboarding program starts from the moment a new hire accepts an employment offer. In fact, new hires with a negative onboarding experience are twice as likely as old employees to look for opportunities outside the organization. Hence, best practice will be for the HR team to send a welcome email to the new hire. 

   The email should outline what the new hire should expect on their first day. It could include information about the company and even fun facts about team members. This way, new employees will feel welcomed and eager to engage with their new role.

2. Set Clear Expectations and Goals

   At the beginning of the onboarding program, it’s important to set clear expectations on performance, behavior, and company values. Discussing specific goals for the first few months can help new hires understand what is expected of them and how they can succeed in their roles. 

3. Provide Comprehensive Training

   Every organizational training should be thorough and well-structured, and onboarding training should be no exception. It should cover not only job-specific skills but also company policies, procedures, and culture. The training can be a mix of formal training sessions, hands-on experiences, and shadowing opportunities. 

4. Emphasize Organizational Culture

   Integrating new hires into the company culture is essential for long-term retention. This can be achieved by sharing stories about the organization’s history, values, and mission. Highlighting the behaviors and practices that exemplify the company culture can help new employees understand what it means to be part of the team.

5. Personalize the Onboarding Experience

   Every new hire comes with unique backgrounds, skills, and expectations. Tailoring the onboarding process to meet individual needs can enhance employee engagement and learning. You can start by customizing training sessions based on the new employee’s prior experience or interests. 

6. Assign a Mentor or Office Buddy

   Having a designated mentor or buddy can make a world of difference for new employees. This person can serve as a go-to resource for questions, guidance, and support during the initial adjustment period. A mentor can help new hires navigate the company’s culture, introduce them to colleagues, and provide insights that may not be covered in formal training. 

7. Incorporate Interactive Activities

   Engagement is key during the onboarding process. Incorporating interactive activities, such as team-building exercises, workshops, or informal gatherings, can help new hires connect with their colleagues and feel more integrated into the team. These activities not only break the ice but also promote collaboration and communication among team members.

8. Foster Open Communication

   New hires should feel comfortable asking questions and expressing their concerns. Hence, HR teams must create an environment for open communication. To build such environments, regular check-ins with HR and direct supervisors for feedback and clarification must be encouraged. This ongoing two-way conversation can help HR identify any challenges early on in the onboarding process and make for timely adjustments where necessary.

9. Evaluate and Improve the Onboarding Process

   According to Brandon Hall Group., many organizations consider onboarding a static process. To avoid this, HR must regularly evaluate the effectiveness of its current onboarding program through feedback from new hires. This feedback can help identify areas for improvement and ensure that the onboarding exercise meets the changing needs of the organization and its employees.

10. Support Long-Term Development

    Onboarding should be considered the beginning of an employee’s journey in an organization. No position should be permanent, let new hires know that there’s room for growth within the organization. Provide opportunities for their ongoing development and growth through training programs and mentorship opportunities. This will enhance job satisfaction and employee retention. 

Hire Globally with Ease and Velocity Using DarwinBox 

An effective onboarding program, physical or virtual, is essential to helping new employees adjust to the structure of an organization and their new roles. Each onboarding stage ensures that new hires understand their roles, connect with their colleagues, and align with the company’s culture and values. Statistics show that employees with positive onboarding experiences are 2.6x more likely to feel satisfied at work.

By implementing the best practices, HR professionals can create a welcoming, supportive, and effective onboarding experience that helps new hires succeed. A thoughtful onboarding process lays the groundwork for a productive and fulfilling relationship between the employee and the organization. This ultimately contributes to long-term success for the employees and the organizations.

To ease the lengthy onboarding process, automation via employee onboarding software is a perfect solution. With software like Darwinbox, HR personnel can streamline administrative onboarding tasks and personalise the onboarding experience of new hires. It's a win-win for all the parties involved.

FAQs

What is onboarding?

Onboarding is the process of familiarizing the new hire with the company's culture, policies, and procedures. It also includes providing them with the necessary training and resources to succeed in their new role.

What is the onboarding process in HRM?

The onboarding process in Human Resource Management (HRM) is the systematic approach of integrating new employees into an organization. HRM onboarding begins once a candidate accepts a job offer.

What is the HR term for onboarding?

The HR term for onboarding is simply "onboarding." It is often referred to as "organizational socialization," which emphasizes the process of helping new employees acclimate to the workplace environment and culture.

What is HCM onboarding?

Human Capital Management (HCM) is a broader framework that encompasses various HR functions, like recruitment, performance management, and employee development. In this context, HCM onboarding is the process of integrating new employees not only into their specific roles but also into the overall talent management strategy of the organization.

What is full cycle onboarding?

Full cycle onboarding encompassing all stages from the moment a candidate accepts a job offer until they are fully acclimated to their role and the culture of the company. This process includes every step of the hiring before the employee’s first day and onboarding phase.

What is required for employee onboarding?

Effective employee onboarding requires a structured plan that includes preparing necessary documentation, setting up training sessions, scheduling introductions with team members, and ongoing support and feedback.

What are the most common onboarding challenges?

Some of the most common onboarding challenges include resistance to change, lack of clear communication, insufficient training, and difficulty in maintaining a personal touch. If not properly handled, these challenges can limit the effectiveness of the onboarding process.

What are the most common mistakes in the onboarding process?

Common mistakes in the onboarding process include poor employee welcome, neglecting to set clear expectations, overlooking the importance of the culture of the company, and not offering ongoing support and feedback.

What is the employee onboarding process?

The employee onboarding process is a structured approach to integrate new hires into an organization effectively. Its primary objective is to ensure that new employees feel welcomed, informed, and equipped to succeed in their positions.

What does HR do in Onboarding?

HR teams handle paperwork, compliance, training coordination, and foster a positive employee experience. They work to ensure new hires feel welcomed, supported, and equipped to succeed in their roles.

How long should onboarding last?

The duration of the onboarding process varies per organization. It can go from a few weeks to a few months depending on the role and the organization. However, effective onboarding should be an ongoing process that continues for up to three months.

What is the timeline for employee onboarding?

The onboarding timeline can be divided into pre-boarding, orientation, team introductions, training and development, ongoing support, and feedback stages. Its important to note that different organizations have different timelines and may tweak their onboarding stages to suit their organisational culture and processes.

What are the benefits of using an onboarding system?

Implementing an onboarding system can streamline HR’s administrative tasks, enhancing communication, personalizing the onboarding experience, improving tracking and reporting, and ensuring a consistent onboarding process for all new hires.