A quick how to guide for effective onboarding

Ari Kopoulos


written on March 20, 2017

We know that the success of any recruitment strategy depends on a rigorous selection process. But it doesn’t stop there. Employee onboarding, the last step of the recruitment process, is fundamental to guarantee this success and avoid any disillusionment post hire.

To roll out an effective employee onboarding program, your organisation will need to institutionalise a procedure of integration for its new hires. This HR process will rely essentially on a complete availability and engagement from its participants: HR, managers and employees.

This analysis will cover five main areas of the work environment that a new hire needs to assimilate and understand.

What To Include In An Employee Onboarding Program?

1. Workplace Culture & Business Background

Every organisation is the result of a history that has shaped its personality, language, customs and especially its values. Any new employee will need to know, understand and integrate these concepts to avoid being excluded from the day-to-day life of an organisation.

2. Business Mission, Objectives & Projects Underway

Where are we going? Why do we want to get there? How do we do it? These are all important questions any new hire will want to know, and to which you need to bring an appropriate response.

3. People

Your new recruit will be introduced to  a new social group, be part of a new team, integrate into a new hierarchy, and know how to communicate with internal and external stakeholders.

4. Workspace & Equipment

Creating an element of familiarity, identifying a new territory and locating the tools required to perform one’s job are steps that your new hire shouldn’t have to do alone. Helping them navigate the workplace is an essential step that should be planned prior to their first day.

5. Internal Policies & Documents

From the workplace safety rules to the quality assessment process, every rule should be known and abided by employees as soon as they step into their new role. Your organisation should provide easy and quick access to this information.

Below are the minimum requirements that should be part of your onboarding plan:

Your Employee Onboarding Checklist

1. Time to say ‘Hi’!

Scheduling a real moment for your new hire to be personally welcomed is important.

2. Appoint a Mentor

A mentor will act as the facilitator in charge of handing over any necessary information that will help your new employee in their role.

3. Handover Important Documents

Delivering any important document that your new employee will need to do their job is critical to their success. Project reports, meeting minutes, welcome guide, HR policies, company directory, etc. are documents a new hire should have access to. Ideally these should be accessible on a mobile so that they can read them at their leisure.

4. Communicate consistently

Maintaining good internal communication is important. An intranet, a collaborative HRIS platform, staff meetings, email communications or even simple display boards can be used to communicate internally about new recruits.

5. Organise a Site Visit

The traditional site tour is another important component and should not be left too late. As it’s going to be their “home” for the next year or more (hopefully), they need to have a good overview of what it looks like..

6. Prepare a personalised onboarding roadmap

Writing and implementing a personalised onboarding roadmap is key to the operational success of your onboarding program. This plan will be used as a blueprint to follow each step of the onboarding program accurately.

Remember, everyone is an individual and the success of your recruitment strategy relies on the capacity of your organisation to implement a personalised employee onboarding program, tailored to their needs.  

Ari Kopoulos is the CEO at EmployeeConnect HRIS


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