The hiring process can be both an exciting and stressful time. From posting the job, to interviews, to the offer and acceptance stage, it’s a lot. Once a candidate says yes to your offer, onboarding begins. This can be a long and tedious process for both new employees and employers.
You have been anxiously awaiting the day your chosen candidate can start the role. Now you have to get them trained to be able to do their job. More than that, there are several logistical and legal functions of the onboarding process to guide them through. While it all can feel overwhelming, you can take steps to make it a good experience for all parties involved. Keep reading to learn ways to make the onboarding process smoother.
1. Automate Payroll
If there’s one thing that’s important to employees, it’s being paid on time. They work hard for you, and they expect that their pay and the pay schedule will reflect what you promised. Getting the right paperwork filed on time and everything set to get employees paid soon after starting is important. Doing so will set the tone for how they feel about your organization.
With the business world changing into a more hybrid, remote, and global marketplace, you must plan accordingly. Why have multiple systems for paying employees and contractors depending on location? Instead, set up global payroll services. A global payroll provider can handle the various deductions, benefits, invoices, and deposits necessary to accommodate an international workforce.
2. Be Ready for Your New Hire’s Arrival
There’s nothing worse than feeling lost on your first day at a new job. So communicate with your new hire early on. Let them know where they need to report their first day and at what time. Explain expectations regarding the dress code. Let them know what documents they will need to bring in order to complete the hiring process.
Have computers and other equipment requisitioned in advance so it’s ready when your newbie arrives. If the person works remotely, ensure necessary equipment is shipped to them before their first day. If the position requires certain software, make certain IT has it installed on their systems. If your company does a new-hire gift, get it to them in advance of their first day. Be waiting for them at the front desk — or virtually — when they arrive.
3. Create an Onboarding Calendar
Before the new hire shows up on Day 1, create a schedule for their onboarding. A detailed and planned-out process creates a great first impression for the new employee. It also serves as a guide for them to work independently between the times they spend with you. Schedule meetings with both you and other individuals so they learn more about the company.
You can also include important links to folders they will need to save for future use. And of course, don’t neglect the various HR trainings they will need to undergo. Specify deadlines for the various modules you’d like them to complete. Designating the priority of tasks in the schedule is helpful, too, as it lets new hires see what’s most important.
4. Develop a Position Playbook
Assemble reference materials that can serve as a playbook for your new hire’s role. Include the position description and what their responsibilities will be. If there are any policies or procedures to follow, include them here. As the employee learns, they can refer back to the guide. Let them know when you want them to begin taking over these tasks solo.
Having this guide helps the individual center expectations on what their role is. That can lower stress on a new hire, who might otherwise feel information is hitting them like water from a fire hose. Don’t forget to include how and when they will be evaluated. Will they have a 30-day review or a 90-day review? Outline the annual review process, if any, so employees will know what to prepare for.
5. Touch Base
Don’t greet your new employee on the first day and then not reach out to them for several weeks. Even if they are a remote employee, be sure to touch base with them a couple times a day. If you’re working together in person, pop by their desk. If they’re remote, schedule a Teams or Zoom chat. Let them know you’re available for them.
Set up weekly one-on-ones throughout the onboarding process. Protect this slot as their time to ask questions and talk to you about how things are going. Provide constructive feedback as well. Tell them what they are doing well and point out areas where they can improve. They are new, so your guidance on the company and industry will help them excel.
Making the Getting-to-Know-You Experience a Positive One
Onboarding can be a great experience for the employee and employer alike. It’s a time of learning new and exciting things and getting to know each other. It can also be a time of chaos if it’s unorganized and not well planned.
The better your onboarding process, the sooner your employee can start doing what you hired them for. While the onboarding process can be stressful, it doesn’t have to be. Take the advice outlined above and apply it to yours. You’ll be amazed at how smoothly the onboarding process can go.