When you join a new company, you never really expect a warm welcome. For the most part, you’re brought in, you sit down, and you start working. There’s nothing to distract you from the journey of the grind. But those “distractions” are important to getting your feet off the ground. The proper word for such distractions is the phrase “onboarding.”
Onboarding is the process through which employees are given an introduction to their company. Research shows that a strong onboarding program can increase retention rates by as much as 82%. It can also make employees more than 29 times more likely to feel satisfied with their jobs. Yet so many companies, for whatever reason, fail to see the importance of onboarding.
When companies ignore onboarding, they risk lower engagement and higher turnover rates. These are highly costly risks for any company to take. With such stakes in mind, it comes as no surprise that 60% of all organizations are re-evaluating their onboarding methods. Making that great first impression matters, especially to the new hire. Smart companies avoid making mistakes that could scare such hires and cause them to leave.
And even if it doesn’t look like it, a common mistake a lot of companies make is the basic orientation and a simple benefits packet. This method is both outdated and not appetizing for most people. And on the opposite end, another issue arises. That issue is giving the new hire too much information too fast. Managers tend to think that explaining every little bit of the employee manual will keep hires on board. Instead, it’ll scare them away with the number of things they have to keep track of. You don’t want to scare them off with so much detail. A flood of information leads to confusion and stress, which ultimately damages performance.
To create a better experience for new hires, thoughtful onboarding strategies need to be implemented. For this article, we will explore effective strategies for onboarding new hires to enhance retention and job satisfaction.
Table of Contents
Five Main Elements of Onboarding
There are five key elements to onboarding. They can be segmented into what we like to call the “5 C’s.” The 5 C’s of onboarding are: compliance, clarity, culture, connection, and check-back. These elements exist to assist new employees in their quest to understand company policies, their roles, and the company culture. They also do a good job of supporting employee relationship building.
Onboarding prepares new hires for what lies ahead. A successful process leads to significant benefits for the business.
While there is no universal approach, following best practices can help. Every onboarding experience should address the five C’s. Here’s a closer look at each element.
Compliance focuses on necessary forms and paperwork. It is important to provide a thorough introduction to the company. New hires should learn about company policies, confidentiality, workplace harassment, and specific departmental rules. Simplifying the paperwork process allows new hires to spend more time adjusting to their roles. Research shows that companies with structured onboarding see a 50% increase in productivity.
Clarity is about defining roles and expectations. Many organizations struggle with effective onboarding due to poor communication. Hiring managers should clearly explain the job’s responsibilities and how they fit within the company. This communication allows new hires to ask questions and gain a better understanding of their roles. This leads to increased job satisfaction and performance.
Culture introduces new employees to the company’s values and mission. During interviews, candidates get a glimpse of the culture, but onboarding engages them fully. Sharing the company’s story, values, and any unwritten rules helps new hires adapt more quickly to the workplace.
Connection emphasizes building relationships with colleagues. Employees with friends at work are significantly more engaged. Making time for informal chats promotes camaraderie and strengthens the workplace community. Employees are more inclined to support those they connect with, improving teamwork.
Check-back involves following up with new hires during their first 30 to 90 days. Many organizations create a “first 90-day plan” to outline key milestones. Studies show that nearly 28% of new hires leave within the first three months due to poor onboarding. Regular one-on-one meetings with managers can help make sure new employees feel supported and valued during this critical period.
Strategies for Effective Onboarding
Here are some effective strategies to enhance the onboarding experience for new hires:
Onboarding App
When someone joins your team or company, you want their first day to feel absolutely relaxed and comfortable. You don’t want them to feel like they are stuck. trying to figure everything out on their own. A full-blown app is not needed; just a Notion page or a simple checklist will do the same thing in an easier way. Provide them with all the right information and anything else they might need to know.
We personally like to add company history, links to all the tools, and who they should meet right away, like HR, team lead, etc. Just make sure they are not left alone wondering, “Wait, what do I do next?”
Smooth transitions start here. Source: Polly
It’s not a crime to keep things fun when it comes to work. You can provide short videos, like a quiz or some stories, behind-the-scenes of work from current team members. This will make them feel light while also making them aware of the company culture.
Entry Interview
People may not realize, but the first check-in with a manager matters a lot. It doesn’t have to be a formal meeting, just a real one-on-one conversation. Discuss what they want from the role, what they are hoping to earn, and how this job aligns with their bigger goals.
You can even ask simple questions like:
- What’s the best way to give them feedback?
- What support would help them hit the ground running?
- Even something like “How’s it all feeling so far?” can open up a great chat.
Because when you start with questions like these and low-pressure conversations, it makes it easier to talk about the important things later, like raises, growth, or promotions. You can easily have a two-way conversation without it feeling like a manager giving instructions.
Peer Observation Days
Peer observation is a great way to onboard new hires. It allows them to gain a better understanding of their role in the company. That’s because in peer observation, they’ll be looking at how fellow employees conduct work. This is a great way of gaining insight into the collaborative elements of different departments. When one watches a colleague in action, they learn about various roles, responsibilities, and common work mistakes to avoid. It’s a good way of not only understanding the ins and outs of the workplace but also getting to know colleagues better and being inspired by them.
Take, for example, a new team member wanting to sit in on a marketing brainstorming session. Alternatively, joining a customer service shift gives them hands-on experience with clients and products. Exposure to different roles boosts confidence and comfort in one’s role and has the knock-on effect of bolstering company culture.
Social Connections
The best way to onboard a new hire is to invite them to a social group or function. This is how they build relationships beyond tasks. Informal interactions boost comfort between employees and increase their level of camaraderie. Of course, not every employee will be forthcoming in building relationships.
A good way to join in on the conversation is to invite them to a specific group, whether it be on WhatsApp, Slack, or a company club. Company clubs especially spark friendly fitness challenges. WhatsApp and Slack keep the conversation going. And if you’re feeling daring, then a Pinterest board is great for polishing creative abilities related to hobbies and interests.
Celebrate Early Wins
Another important thing to do is to recognize the new hires’ little successes. If your company wants the new hire to keep doing better and improving on the job, then you need to encourage them. A motivated employee will go the extra mile. This also makes it so employees feel valued for the work they do. A good way to celebrate success is to recognize the achievement of various milestones and goals. Of course, these milestones depend on the role. For instance, if the new employee is a writer, simply tagging them on Slack and encouraging others to engage with their work can be impactful. If they’re a social media marketer, liking their new campaign or sharing it can make a difference.
Welcome Package
A thoughtful welcome package can make a strong first impression. Try to provide new hires with fun and useful company swag. It’s an excellent way to welcome them. Consider items like branded t-shirts, notebooks, pens, and water bottles. Successful companies such as Mars, Salesforce, and Twitter have welcome kits that serve as great templates.
If your company wants to go the extra mile, try to add a personal touch to the gift box. Something that speaks to the humanity of the people working at the company, like a handwritten note from the new hire’s supervisor or the company’s CEO. Custom boxes, depending on the employee’s role or their interests, show that extra care. Some companies even go so far as to make bobbleheads of their new hires.
A warm welcome goes a long way. Source: AIHR
Gather Feedback and Act on It
Listening to employees is important for a growing organization. Create channels to collect feedback at key points during the new hire’s journey. This could include onboarding surveys after 30, 60, and 90 days, helping to understand their experiences. Questions should focus on their feelings about the onboarding process and if they have the resources needed for success. This demonstrates that the organization values their opinions.
Volunteer Opportunities
For new employees in a large company, finding a place can feel overwhelming. One great way to help with this is through volunteer opportunities. Volunteering offers a chance to connect with coworkers while supporting a good cause. It helps break down barriers.
When individuals volunteer together, they work as a team toward a shared goal. This experience creates bonds that can lead to lasting friendships. Collaborating outside the office helps everyone see different sides of their colleagues, enhancing teamwork back at work.
Choosing volunteer activities that match employees’ interests can increase involvement. Companies can organize various events, such as food drives, park cleanups, or visits to local shelters. Employees can participate in causes that matter to them, making the experience more fulfilling.
Volunteering also allows newcomers to demonstrate their skills. Whether organizing an event or working directly with community members, individuals can showcase teamwork and leadership. This visibility can help new employees feel more integrated into the company.
Companies should encourage participation in volunteer activities. Sharing a schedule of events and highlighting past successes can motivate employees to join.
Mentorship Programs
Mentorship programs provide a way for new employees to get guidance from experienced team members. Assigning a mentor allows the new hire to have someone to turn to for advice. This can make the transition into the new job much smoother. Mentors help explain the workplace culture and provide support when questions arise that may not be covered in training.
Mentors can also guide new employees through common tasks, helping them adjust more quickly. This support reduces stress and boosts confidence. Having a mentor helps new hires feel more at ease, knowing they have someone they can reach out to with any concerns.
Mentorship speeds up learning. Instead of trying to figure everything out alone, new employees can rely on their mentor’s knowledge.
Team Lunches or Outings
Office lunches or outings can always make new employees feel welcome. In a comfortable setting outside of work, all employees can connect with each other and talk about things unrelated to work. It breaks the ice and builds a certain comfort level.
Building bonds over lunch. Source: Team Building
It can be a casual meal or just an outing, anywhere that can help ease the tension that often comes with a new job. Just make sure these activities don’t make things more complicated and the new hires feel encouraged to have informal conversations. It should show that the company cares about creating a supportive and friendly work atmosphere.
So, if you want to improve your onboarding experience, apply some of these strategies. If employees are happy with you, you will have a better retention rate in the future.
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FAQs
- How long should onboarding last?
It depends on your role and the company. In most places it’s like 30 to 90 days, but some people extend it to a full year, especially if it’s for a difficult role. The goal is to give new hires enough time to settle and feel confident about their job responsibilities.
- How do you onboard remote employees effectively?
Have a clear plan and schedule. Make sure they have a timetable for who to meet, what tools to use, and where to find everything. And for that, virtual check-ins help a lot, and pairing them with a partner can help a lot. Schedule a few team-building calls or casual chats to help them feel a part of the group.
- Can feedback from new hires actually help?
Yes, for sure. Ask for feedback every month or two months to catch up with things that might not be working. This will help you get a real picture of what’s working and what’s not and improve it for the other person as well.
- Is a formal mentorship program really necessary?
Not for every other company, no. But if you have someone assigned as your go-to person, then it might help a lot at times. New hires can easily ask questions or bring concerns without feeling awkward.
