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    How to Tackle New Hire Onboarding with Ease

    new hire onboarding

    How to Tackle New Hire Onboarding with Ease

    November 10, 2021

    Did you know that companies in the US spend an average of $4,129 on hiring a single employee?

    Recruitment costs have been through the roof for the past few years. However, meeting these costs and finding the right person for the job is just part of the process.

    Apart from hiring the right employees, you also have to take them through a comprehensive onboarding process. This new hire onboarding process will facilitate the transition of your new hires into the company. A new employee onboarding guide is imperative to the smooth integration of new employees into your company. 

    Today’s post is the ultimate employee onboarding checklist you’ll ever need for your new hires.

    What Is Employee Onboarding?

    Before we get down to the nitty-gritty, it might be a good idea to first get a firm understanding of what employee onboarding is. So what is employee onboarding?

    Employee onboarding, or just onboarding, is an elaborate process of integrating new employees into your company. Onboarding breaks down into two different types, informal and formal onboarding. 

    Informal onboarding is where new hires are thrust into the company and have to figure out how things work by themselves. Formal onboarding is where the company takes new hires through a systematic process to seamlessly integrate them into the company.

    Today, we’ll be looking at formal onboarding and how you can implement it for an effective onboarding process. 

    New Hire Onboarding Checklist

    A systematic and concrete process is imperative to a successful onboarding process. That said, here’s an onboarding checklist to help you do just that.

    Have The Preliminaries Down Pat

    The first thing you want to do is to ensure all the new hire documents are in order. This will help avoid any future issues with HR. A few documents you need to ensure are in order, including:

    • I-9 which confirms that the new hire is eligible to work in the US
    • W-4 for correct federal tax income withholding purposes
    • W-9 for identifying certification and taxpayer information for contractors
    • Non-compete and non-disclosure agreements, if necessary
    • Drug-test consent agreements
    • Medical history and information
    • Direct deposit forms for payroll integration

    The types of documents you need vary from company to company and depend on your company’s hiring policy. It’s also a good idea to call the employees in question and confirm specific details of the same.

    Check First Day Details

    First-day details are the tools and information new hires need to start working at your company. They include stuff like

    • Working equipment
    • Work attire or dress code
    • First day expectations like tours and orientation
    • When to clock in and when to clock out

    By the end of the first day, the new hires should know what they're supposed to do and when they’re supposed to do it.

    Set Up Their Work Accounts Computers And Software

    Next, you’ll have to add your new employees to the company’s database. This is where you create their work accounts and input all their relevant details. 

    You’ll also assign them their respective computers and install the software needed for work. In some cases, you might have to train the new hires on how to use the software in question.

    Prepare Their Onboarding Package

    The onboarding package includes everything you need to make the new hires part of your company. We’re talking about things like name tags, safety equipment, and uniforms, if necessary. Also get them physical key copies, passcodes, and other authorization materials where necessary.

    Make A  Socialization Plan

    The purpose of a socialization plan is to make the new hires feel like part of the company or team. A solid socialization plan starts by introducing the new hires to the rest of the team. You can follow this up with a welcome dinner or lunch, then a one-on-one with the new employees.

    First Year Onboarding Checklist

    The onboarding process is continuous and can sometimes last for a couple of years. We already talked about how to ensure seamless onboarding for the first day. Let’s look at how you can keep it up for the entire first year.

    The First Week

    The first week is vital for the onboarding process. With proper onboarding, the employees will start feeling comfortable and at home. They might have quite a few questions, and it’s on you to ensure they get the answers.

    As such, make arrangements to:

    • Encourage current employees to check in with the new hires
    • Schedule meetings once a week or once every two weeks
    • Provide a conducive space for asking and answering questions
    • Set weekly and monthly goals for the new hires

    This should be all for the first week. Let’s now look at how you’ll handle the new hires' first month on the job.

    The First Month

    By the end of the first month, most, if not all, of the new employees will have gotten the hang of things. However, remember that they'll be expecting a salary at the end of the month. It’s on you to ensure everything is in order.

    For the first month, ensure that:

    • They have achieved or worked on all their respective goals
    • The payroll and PTO work perfectly
    • Employee training is moving seamlessly

    The employees should now start feeling more like part of the company. After their first paycheck, they should now roll up their sleeves and get to work.

    Annual Review

    What you do in the first month should pretty much carry on for the rest of the year. However, at the end of the year, you need to review their progress and challenge them for the coming year. As such, you’ll have to.

    • Look at their strengths and put them in areas where they thrive
    • Reviews the last quarter’s goals and set new objectives
    • Make an annual review for them

    This should top it off for onboarding during the first year. It’s okay for the onboarding to spill over to the next year.

    New Employee Onboarding Guide For You

    Our new employee onboarding guide should help you ensure a smooth transition of new hires into your company. Remember, onboarding is a continuous process that can drag on for months. However, if you take the above onboarding tips to heart, your onboarding process is destined to succeed.

    Request a consultation today and we’ll help streamline your onboarding process for unmatched productivity.

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