Onboarding Process

Onboarding Process: How To Successfully Optimize Your Business In 2023

Eshita Pathak
By Eshita Pathak 12 Min Read

It’s a thrill as it is a hassle to hire a new employee. The onboarding process can be challenging for you. How can you ensure that things continue without problems if an unknown factor is introduced into a process that is already running smoothly? 

Onboarding a new employee can significantly impact their enthusiasm, motivation, and performance. When you present your new hires with the basics of their jobs, you have the chance to make a memorable first impression. 

It’s essential to set new employees up for success and keep your organization healthy by establishing the foundations of your organization’s mission, vision, corporate culture, and employee value proposition (EVP).

This article will cover how to make the onboarding process more efficient and get new hires to work more quickly. 

What is the onboarding process?

During onboarding, new employees become familiar with the business and are hired officially. During this process, you can show them the ropes, introduce them to their colleagues, and ensure a smooth transition into the company. Do not downplay the importance of excellent onboarding because it can enhance employee success and keep people employed for a long time when done correctly.

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10 Proven Strategies To Optimize Employee Onboarding Process

When creating an employee onboarding program, you must consider much more than simply printing out papers and handing them to new employees. 

Here are steps to help new employees prepare for their roles and feel valued.

1. Engage New Hires Before Their First Day

It’s a poor strategy to begin an employee’s induction as soon as they walk through the door. New hires often receive multiple job offers, so they might opt to work for you even if they accept one and seek other alternatives. 

Make sure your new employees feel welcomed before they start working. Make their first day less overwhelming by sending them a welcome email with helpful information (e.g., where to park, what to wear, etc.). 

Before your new team member’s arrival, please send a brief introductory email to the rest of your team to let them know a little bit about the new teammate. Alternatively, you may send a welcome packet to the new hire virtually or in person. 

Use a checklist to help your new hire settle and avoid making the process too time-consuming.


2. Finish Necessary Paperwork

Although filing paperwork for new employees can be time-consuming and tedious if done manually, you must submit the necessary paperwork for new hires.

Here are two of the most crucial forms:

  • Form 1-9: The Employment Eligibility Verification form verifies and confirms that new employees are legally allowed to work in the US. 
  • Form W-4: The form establishes whether new employees have the correct federal income tax withheld.

Other documents, including non-disclosure agreements, compliance forms, and so on, might also be required by your organization. 

All onboarding paperwork can be completed online, including compliance and benefits documents, so go paperless if you can.

3. Automate What You Can

Onboarding new workers can be challenging, especially if they must fill out lots of paperwork right away. If you can automate forms, video instruction, and policy learning, you and your new employee will benefit.  

You may send the forms to the new employee before their big day to get straight to work when they arrive by automating the onboarding process. Use online tools like Frevvo and Zenefits to automate the onboarding process.

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4. Complete Training and Orientation

Acquaint your new worker with the ropes of their job. Walk them through a day on the job or have them shadow someone in the same position. Explain health insurance, retirement plans, and vacation time benefits. Show them their office, the break room, and where each department is. You can be as thorough as possible. 

Your organization probably has specific tools for employees, such as an email verification solution for email outreach and email hunter, website management via CMS, or advertising automation systems like ActiveCampaign

You need to train new employees to use collaboration tools to make simply your operations. Make sure you specify which tools are used for what purposes and any critical information such as login credentials.

5. Review Responsibilities

After training or orientation, please take a moment to assess their comprehension. Your employees should have a firm idea of what they must do, but you should deal with misconceptions immediately. 

Ask them to describe their job as best as possible. Is there anything they don’t understand? Did they misunderstand anything that you said in orientation? Was anything you told them omitted? Reiterate any ambiguous points. 

Is there anything you can improve about your onboarding process due to this? It also allows you to assess your onboarding process and improve it for future new employees.



6. Provide Your New Hire With A Buddy

Consider how an employee’s well-being may be affected in the early days of their employment. Pairing a skilled team member with a new employee for the first 30-90 days may help them adjust faster and be more productive. 

It provides new employees with much-needed support and a peer to turn to with questions and connections. Mentoring or buddy programs offer new employees the chance to grow, develop, and demonstrate their leadership abilities. 

Consider whether your personnel has the knowledge, time, and interest to become a mentor or buddy and whether they align with your company’s values.

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7. Introduce Company Culture and Policies

During an onboarding process, you may introduce your new workers to your company’s culture. Consider how your company’s values permeate the workplace, from how people behave with one another to how people live outside of it. 

Ask your new employees to identify where they see those values represented in their new environment or themselves.

Trying to figure out company procedures and policies is hard for new workers. You should create a comprehensive guide to company policies and give each new team member a copy. 

It’s easier to educate new employees than leave them wondering or accidentally breaking the rules.

8. Socialize New Employees

When you onboard new employees, make sure you introduce them to as many people as possible. Your employees will begin to feel at home at work if they make connections with people outside of their immediate surroundings. 

Look for relationships with people outside of their immediate surroundings, particularly from other teams or departments. Taking team lunches, outings, or happy hours may help new employees feel included. Use employee communication apps to allow the new hire to communicate with other employees.

Working with different company units to create a cohesive organization is an excellent example of how employees cooperate.

9. Open the onboarding process to existing employees

Onboarding can require much information, which may even alter over time. It is an excellent idea to provide review courses to existing employees. By providing both new and experienced employees with the opportunity to refresh their knowledge regularly, information may be better absorbed and retained, leading to better job performance.

10. Gather Feedback

It’s essential to ask your new employees their thoughts on the onboarding process to obtain valuable insights. Throughout their training, they may tell you what is or isn’t working for them or offer suggestions for improvement. 

As this info improves over time, ask for more comments throughout their onboarding experience. Having time to settle into their job duties and determine if their training was beneficial allows employees to provide you with more information.

Why Optimize The Onboarding Process?

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An ineffective onboarding process can cause you to lose new employees before recouping the recruitment costs. Onboarding processes have a significant impact on your long-term success and bottom line. Following the best practices for new hire onboarding can help you:

1. Improve Employee Retention

According to an all-time high workplace turnover rate of 19.3%, most employees seek new positions if they do not enjoy their job. A robust onboarding process that emphasizes company culture and employee development, for example, may enhance employee retention.

2. Increase Employee Productivity

Employees don’t become experts overnight when they start a new job. It can take a lot of time for new hires to become fully effective due to learning about the firm’s culture and understanding their position. Optimizing the onboarding process can reduce time to expertise and increase productivity by 70%.

3. Reduce Hiring Costs

The process of recruiting new employees isn’t cheap. The per-hire cost in 2022 is $4,425, and recruitment expenses can become relatively high if you invest time and resources in new employees, only to lose them shortly afterward. By improving the onboarding process, you can improve employee retention rates, enhancing the return on hiring costs.

4. Attract More Candidates

An excellent onboarding experience could have a detrimental effect on your company’s ability to recruit new employees. Candidates are often drawn to sites like Glassdoor or Indeed for information about a firm’s work environment. Positive employee testimonials can leave a solid first impression.

Wrapping Up

You can simplify the onboarding process by optimizing it. Arranging it up will take some time, but it will save you time once it’s set up. You can also increase employee engagement and job satisfaction, which will help you recruit and retain the most incredible talent. 

It is essential to put yourself in your new employee’s shoes. What are their needs, concerns, and desires about working for your company? You can help them feel more comfortable and adjust to their new environment by identifying what would assist them. 

Even if you think your onboarding process is the greatest, there’s likely room for improvement. Be open to suggestions and feedback. You can scale your company and profit as a result of this.

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Posted by Eshita Pathak
Eshita is an innovator, entrepreneur, and relentless optimist. She's passionate about leveraging her experience and knowledge to create valuable businesses. Her expertise lies in business formation, operation, finance, and management. With a strong command of business and management principles, she has a proven track record of leading others. She believes there is no failure, only feedback, and she's always looking for ways to grow and improve.
1 Comment
  • I’m bookmarking this on my work computer to help streamline the onboarding process for our new hire, which is starting soon. Thanks, Eshita!

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