Employee onboarding

Why is employee onboarding important?

Employee onboarding sets the stage for a successful working relationship. It helps new hires understand the company culture, allowing them to align with team values and behavior. When employees understand their responsibilities and how to navigate their roles, they can contribute more effectively.

Onboarding also allows managers to check in early, identify potential issues, and clarify any confusion. This reduces employee frustration and helps build confidence. Effective onboarding also supports digital adoption by training employees on the tools and systems they’ll use. When employees are trained on technology from the start, they adjust quicker, mitigating errors and increasing productivity.

A structured onboarding process directly impacts retention. When employees feel informed and supported, they are more likely to stay. Companies with well-organized onboarding processes also see reduced turnover, saving time and resources. In a future-of-work strategy, onboarding ensures ongoing employee success and business efficiency.

What are the goals of employee onboarding?

Employee onboarding aims to integrate new hires into a company’s digital ecosystem. This way, they understand their role, the tools they will use, and the company’s culture. 

Various methods are leveraged, which can be divided into business objectives, operational goals, and long-term strategic aims.

Understanding the organization’s mission, vision, and culture

• Introduce employees to the company’s core values and vision through structured presentations.
• Share examples of how the organization’s goals are reflected in daily operations.
• Highlight the long-term objectives and how individual roles contribute to them.
• Drive engagement by discussing the company’s history, achievements, and future plans.
• Encourage employees to ask questions about the culture to build a sense of belonging.

Completion of required paperwork

• Provide step-by-step guidance on completing tax forms, contracts, and NDAs.
• Offer HR assistance to clarify terms and prevent errors during form submission.
• Digitize paperwork through onboarding software for accurate record-keeping.
• Ensure benefits enrollment is explained, including timelines for submission.
• Confirm all mandatory documentation is completed before the official start date to avoid compliance issues.

Review of health and safety policies

• Present clear guidelines on workplace safety measures, including emergency protocols.
• Discuss harassment prevention policies and employee rights during dedicated sessions.
• Provide detailed instructions on reporting incidents or unsafe practices.
• Share resources, such as digital employee handbooks, for ongoing reference.
• Ensure employees sign acknowledgments confirming they understand all safety requirements.

Introduction to administrative procedures

• Walk employees through logging into company systems and setting up accounts.
• Train them on essential software, highlighting key functions for their roles.
• Explain procedures for submitting expense reports, leave requests, or IT tickets.
• Introduce digital employee onboarding tools for accessing schedules, tasks, and documentation.
• Assign IT representatives to assist with troubleshooting during initial setup.

Who is involved in employee onboarding?

Employee onboarding involves several key internal and external stakeholders who support new hires. Their roles vary, but all contribute to a smooth and efficient process.

Internal stakeholders

• Human resources (HR): Handles new hires’ paperwork, benefits, and compliance requirements.
• Line managers: Guide new employees through their role-specific tasks and expectations. They monitor progress and provide feedback.
• Team members: Offer support and share their knowledge, helping new hires integrate into the team quickly.
• IT department: Provides the technical setup, ensuring employees can access the digital adoption platform (DAP) and other necessary systems.
• Training teams: Deliver targeted training on digital tools and systems to ensure employees can use them effectively.

External stakeholders

• Recruitment agencies: Help identify and vet candidates that match the company’s needs and culture.
• External trainers: Provide specialized training on tools or systems that might not be covered internally.
• Compliance partners: Assist with background checks, legal requirements, and other external compliance needs.

What is required for employee onboarding success?

Employee onboarding success depends on effective training, clear communication, and strong engagement strategies. These elements help new hires integrate quickly and perform well in their roles. Let’s explore these factors more closely below.

Clear training and role expectations

A well-structured training program provides employees with the tools and knowledge they need to succeed. Training should be hands-on and aligned with the job role and may involve taking on feedback, such as asking training survey questions post-training. New hires must understand expectations early on to minimize confusion and boost confidence.

Ongoing support and coaching

Employees need continuous support to feel confident in their new role. Regular check-ins, mentoring, and feedback sessions are essential. Training and coaching employees in real-time keep them engaged and focused on their growth.

Engagement and feedback

Employee gamification and satisfaction surveys can gauge engagement and ensure employees are happy with their experience. Consistent feedback allows companies to adjust onboarding practices and improve future efforts.

Why does employee onboarding fail?

Employee onboarding fails when organizations overlook key elements, such as accountability, manager involvement, and modern tools. Common obstacles include unclear responsibilities, manager overload, and outdated systems.

Lack of ownership for new employee success

When no one takes responsibility for a new hire’s progress, onboarding lacks structure and focus. Without clear ownership, the new employee may be left to figure things out alone. This creates confusion and a sense of neglect, making the onboarding experience ineffective.

Managers Are unprepared or overwhelmed

Many managers struggle with onboarding because they lack clear guidance on integrating new employees into the team. Managers who are already overwhelmed with other tasks may not prioritize training and engagement, leaving new hires unsupported and unprepared to succeed in their roles.

HR lags in updating onboarding practices

HR departments often fail to keep pace with evolving tools and processes. If onboarding systems are outdated or do not integrate with digital adoption platforms (DAP), they can hinder the employee experience. Without modern solutions, engaging employees effectively from day one becomes harder.

Unmotivated employees

New hires who feel disconnected or underappreciated during onboarding often lack motivation. When companies fail to use engaging strategies, such as gamification or feedback loops, employees may struggle to see the value in their onboarding experience, leading to lower engagement and early attrition.

What are some employee onboarding use cases?

Employee onboarding is essential for equipping new hires with the necessary tools, knowledge, and understanding of their roles and company culture. Below are examples where employee onboarding is critical to achieving these goals.

Retail

Scenario: Employee handbook

Method: The employee handbook is provided through a digital platform where new hires can review policies, expectations, and company procedures. It covers everything from attendance to benefits.

Outcome: New employees immediately understand workplace rules and guidelines, reducing confusion and ensuring they align with company practices from the start.

Healthcare

Scenario: Non-discrimination procedures

Method: New hires are guided through a digital training module that covers non-discrimination and anti-harassment policies. They sign an electronic acknowledgment form at the end of the training.

Outcome: Employees are made aware of the company’s commitment to a safe and inclusive environment, reducing the risk of discrimination and harassment incidents and fostering a respectful culture.