Creating an effective onboarding process  that checks all of the aforementioned boxes and works well for your organization can be a great challenge, especially for an HR department that already has its hands full with a laundry list of other day-to-day tasks. The following steps can help you create an onboarding process to fit the needs of your business and your current and future employees.

Effective Onboarding Process

Building a strong onboarding process is the best way to welcome, and retain, new employees.

In this assignment, you will create an outline of an onboarding process. Summarize what you feel are the 2 most important elements in onboarding in the global environment.

Write a one to two (1-2) page memorandum to your Human Resource Director in which you:

  1. Explain why an on-boarding process needs to be created. Then create an outline of an on-boarding process. Include a brief explanation of each step and explain why it is important.
  2. Summarize what you believe are the two (2) most critical elements to consider when on-boarding in the global environment.
  3. Format your assignment according to the following formatting requirements:
    1. Typed, double spaced, using Times New Roman font (size 12), with one-inch margins on all sides.
    2. Include a cover page containing the title of the assignment, your name, your professor’s name, the course title, and the date. The cover page is not included in the required page length.
    3. Use the APA format to reference your work, including in-text references when necessary.See the APA Guide located in the Student Center tab.

The specific course learning outcomes associated with this assignment are:

  • Analyze international business strategy to identify human resource requirements and formulate supporting HRM plans that can improve productivity and contribute to the firm’s competitiveness.
  • Select performance management processes to assess and improve performance throughout a multinational corporation.
  • Propose training programs to improve performance throughout a multinational corporation and address the considerations for effective learning in a diverse workforce of expatriates, host country nationals, and third-country nationals.
  • Use technology and information resources to research issues in global HRM.
  • Write clearly and concisely about global HRM using proper writing mechanics.

1. Consider Investing in HR Software That Includes Onboarding Features

Onboarding can be done manually, but many human resources departments have found onboarding to be infinitely easier after adopting onboarding software that automates steps and condenses important elements in one central location. Onboarding software can decrease the workload of HR personnel and provide an engaging and optimized experience for new employees. There are plenty of options when it comes to onboarding software, so make sure to review your choices and pick one that will work best for your team.

2. Determine How Long the Onboarding Process Will Last

The first portion of onboarding is going to be paperwork and administration, introduction into the workplace, and the training and orientation period. You should determine how training will be administered (modules, mentoring, etc.) and how long the employee’s orientation will last, adjusted according to performance, prior to day one. Following orientation, the employee should have a firm grasp of their role and how to perform it with minimal assistance. That being said, onboarding does not have to end after the initial orientation.

The needs of every organization are different, but typically the onboarding of a new employee should last no less than six months, and will ideally extend through the first year. Check-ins and follow-ups on performance and ongoing evaluation of an employee’s progress are just as, if not more, important than the initial paperwork and orientation period. Some experts suggest that it’s a good idea to follow up with new employees at intervals for as long as the first year of employment to ensure they’re integrating well.

3. Structure the Pre-Boarding Process

There is usually a delay between accepting a job offer and an employee’s start date. With proper planning, this time can be spent handling necessary administrative tasks so that more time can be spent on in-person tasks after employment begins. Creating a set list of paperwork and tasks to be completed prior to day one can help to make an employee’s nerve-wracking first day less stressful and hectic. It can be helpful to make an onboarding checklist to refer to when assigning these tasks to your new hire.

In addition, make sure to share day-one instructions with your new employee during the pre-boarding time period. Save time by having a concise, pre-formulated email with dates, times, locations and contact information, as well as instructions on what to bring and how to dress. Let them know what to expect when they show up without overwhelming them. Sending this email along with necessary tasks and paperwork will give new employees time to reach out with any questions or concerns.

It is also a good idea to inform the existing team of the new addition prior to their arrival. Current employees will also experience an adjustment when the new hire arrives, so providing them with advance information regarding the role and onboarding of their new team member can be very helpful. Personality types that find working with someone new to be a stressful change to their routine are more likely to welcome the new employee with open arms if they’ve been adequately prepared for their arrival.

4. Day One

No matter how well-prepared a candidate is, we can just about guarantee that on day one they will be feeling a healthy mixture of excitement and nerves. Your job should involve putting them more at ease and facilitating their adjustment to their new physical and social environments. This will help your new employees be more focused on their actual training in the days to come.

Ideally, most of the administrative tasks for the new employee will have been done during the pre-boarding period so that the employee’s first day can be a fun and relaxing event. Nothing is worse than showing up to a new job and immediately having to slug through mind-numbing PowerPoint presentations or fill out tax documentation. If there is a bit of necessary additional paperwork to complete, it should be pre-prepared and made as short and sweet as possible.

Providing a welcome packet for the employee to review that includes the employee handbook, benefit information, policies and procedures, expectations regarding technology and the like is a good way of giving the employee the necessary information without bogging them down with paperwork. This packet can also include their orientation schedule and an orientation checklist so that they know what to expect in the coming weeks.

During day one, focus on showing the employee around their new work area, providing them with equipment and access codes as necessary and getting to know them as a person. Introduce them to their team and their manager, give them a tour, help them set up their desk/work area and ask them if they have any questions. Doing your best to facilitate the new employee’s integration with your current employees will go a long way to building a collaborative and supportive team.

5. Role Definition, Goal Setting, Performance Indicators and Work Culture

During the first week, it is important for you to convey job descriptions, expectations, performance goals, tracked metrics and the workplace culture to your new employee. Doing so will provide them with clarity and confidence in what they’re doing and minimize confusion and stress.

Their job expectations should be clear-cut, unambiguous and put in writing. Employees should be given the opportunity to clarify and ask questions about their role. Goals should be SMART (Specific, Measurable, Attainable, Relevant and Time-Bound) and employees should know how and when they are evaluated. The workplace culture should be explained but also reflected in the actions of the other employees. Onboarding also helps nurture best talents.

Laying out these expectations openly during the first few days of employment shows employees that your company is open, honest and knows what it stands for.

6. Ongoing Check-Ins

Deciding how often you are going to meet with your new employee, and following through on that plan, is a major component of a well-rounded onboarding process. Ongoing feedback and support to new employees is critical and should be included in all onboarding programs.

You can use predetermined, trackable metrics to gauge performance and regularly plan meetings with new hires one-on-one to discuss their progress and respond to any questions and concerns they have. This can provide you with valuable insight into how that employee is doing and how you might expect them to perform in the future. Continuing support and feedback throughout the first year can also help to improve retention and job satisfaction for new employees. Employees who feel their supervisors care about their well-being and are invested in their growth are more likely to be productive and stay with the company.