Onboarding New Hires

Onboarding New Hires

In this lesson, you’re expected to learn about:
– the second phase of the employment cycle
– the importance of onboarding new employees
– best practices for induction and onboarding

Now, we’ll be looking at Phase 2 of the Employment Cycle that we mentioned last week – the Maintenance Phase.

This phase involves the following: • induction and onboarding
• training and development
• recognition and reward
• performance management
In this lesson, we’ll focus on induction and onboarding.

Starting work in an organization means meeting new people and learning how everything works, and trying to create a good impression at the same time.

Soon after candidates start a new job, they go through the organization’s induction program. A well-prepared induction program can help an employee through this stressful transition period.

What is Induction?

Induction is a process of acquainting new employees with an organization — its history, structures, objectives, culture, policies and practices — and the jobs they will perform.

This process helps employees to adapt to their new job. In this transition phase, there are many new things to learn about how the organization operates and the processes that are used.

The process of induction (sometimes called orientation or even onboarding) introduces new employees to the job and shows them where they can find the basics they need to begin the job.

An effective induction program is carefully planned to introduce new employees to the job, their coworkers, the organization and how it operates.

Topics covered in the induction program include information about the firm’s history, its culture, general conditions and benefits, training, safety and career paths.

 Who’s involved in the Induction Process?
Supervisors, coworkers and the human resources department may be involved in the induction process.

Research suggests that most employees who leave an organization depart in the first six months, so the need for support is greatest when an employee is new in a job.

Benefits of Induction

A well-prepared induction program will: 

• reduce stress and anxiety that may be associated with starting a new job.
• build a new employee’s confidence in the job by:
− assisting the employee to feel part of the organization.
− helping to establish good working relations with coworkers and supervisors.
• ensure greater awareness of major safety policies and procedures.

Induction benefits both employees and the business. The quicker an employee becomes independent, the more likely he or she will enjoy the job and stay with the organization.

[Optional] Induction, Orientation and Socialization
Watch this 4-minute video to learn more: https://www.youtube.com/watch?v=isR8rXPzPVg
After effective recruitment and selection, one of the most important ways that organizations can improve the effectiveness of their talent management systems is through the strategic use of onboarding.

Onboarding is the process of helping new hires adjust to social and performance aspects of their new jobs quickly and smoothly. 

This should always be a priority for HR departments. In the US, every year more than 25% of the working population experiences career transitions.

In Fortune 500 companies alone, about 500,000 managers take on new roles each year, and overall, managers begin new jobs every two to four years.

Unfortunately, in the midst of all these transitions:

• Half of all senior outside hires fail within 18 months in a new position. 
• Half of all hourly workers leave new jobs within the first 120 days.

Research and conventional wisdom both suggest that employees get about 90 days to prove themselves in a new job. Every organization has its own version of the complex process through which new hires learn attitudes, knowledge, skills and behaviors required to function effectively.

The faster new hires feel welcome and prepared for their jobs, the faster they will be able to successfully contribute to the firm’s mission.

[Optional] How To Get Employee Onboarding Right
Approaches to Onboarding
The formality and comprehensiveness of onboarding programs varies widely across organizations, and those considered “best in class” for onboarding have more formal onboarding programs.

Approaches to onboarding range from quite structured and systematic to the “sink or swim” strategy, in which new employees often struggle to figure out precisely what is expected and to understand the norms of their new workplace.

One of the first things HR managers should consider is whether their firm is served best by informal or formal onboarding.

• Informal Onboarding refers to the process by which an employee learns about his or her new job without an explicit organizational plan.

• Formal Onboarding refers to a written set of coordinated policies and procedures that assist an employee in adjusting to his or her new job in terms of both tasks and socialization.

Research shows that organizations that engage in formal onboarding by implementing step-by-step programs for new employees to teach them what their roles are, what the norms of the company are and how they are to behave are more effective than those that do not.

Benefits of Onboarding New Hires

1) Increase job satisfaction by establishing good relationships.

2) Increase performance by clarifying delivery expectations and objectives.

3) Prevent turnover by providing support through feedback, coaching and follow-up.

The Four C’s

Onboarding has four distinct levels, known as the Four C’s:  

• Compliance
• Clarification
• Culture
• Connection

Source: Society for Human Resource Management (SHRM)
1) Compliance is the lowest level and includes teaching employees basic legal and policy-related rules and regulations.

2) Clarification
 refers to ensuring that employees understand their new jobs and all related expectations.

3) Culture is a broad category that includes providing employees with a sense of organizational norms— both formal and informal.

4) Connection refers to the vital interpersonal relationships and information networks that new employees must establish.

Best Practices for Onboarding

✔ Implement the basics prior to the first day on the job.
✔ Use formal orientation programs.
✔ Develop a written onboarding plan.
✔ Make onboarding participatory and make the first day on the job special.
✔ Ensure that the program is consistently implemented and monitored over time.
✔ Use technology to facilitate the process.
✔ Use milestones, such as 30, 60, 90 and 120 days on the job—and up to one year post-organizational entry—to check in on employee progress.
✔ Engage stakeholders in planning.

✔ Be clear with new employees in terms of: objectives, timelines, roles and responsibilities.
[Optional] The Onboarding Statistics You Need to Know
Check out this infographic to see how effective onboarding can be:

Enlarged version: http://bit.ly/2s4fLwr
If you’d like to refer to this later, you can find the link in the Additional Material section.

[Optional] Extreme Onboarding: How to Wow Your New Hires
Jim Rohn Sứ mệnh khởi nghiệp