While there are still more jobs listed on Seek and other job boards than good candidates to fill them, the war on talent is alive and well.
There has never been a more important time to go above and beyond in the recruitment process than right now! An often-overlooked aspect of recruitment process is the onboarding plan. Just as important as writing the job ad to attract the candidate in the first place, a well-prepared onboarding plan sets up a good first impression and is your chance to lay the groundwork for the rest of your new hire’s experience with your organisation.
Questions candidates ask about the initial training and onboarding they will experience has become a priority for astute job seekers as it helps them assess what type of experience they will have with an organisation and how they will be trained and valued. Optimising your on-boarding process is key to not only attracting but also retaining great talent for your business.
Rather than a one-off one-day session that is hastily planned and even more hastily executed with a quick tour of the office, a nod in the direction of the loo and a quick overview of the employee handbook, a good onboarding plan will start the minute you commence the recruitment process.
A planned onboarding experience will ensure that your new employee will have an in-depth understanding of your organisation’s culture and values, knowledge of the role they have been employed to do and access to the tools and information required to not only succeed but thrive in their new role.
This may sound like another time-consuming and fruitless job to take up your already full schedule, however, creating an onboarding plan need not be a daunting task and the efforts put in to creating a plan to showcase your business values and demonstrate your commitment to training will be utilised for all new hires.
The proof that this is time well spent is evident in a recent Gallup poll that reported only 12% of employees feel their company does a good job onboarding new employees, leaving 88% of employees with an uninspired onboarding experience – and generally leading them to seek experiences elsewhere.
These findings are supported by feedback from employees we have assisted in moving jobs
during this volatile time. Comments include that poor onboarding has led to employees feeling less confident in their roles, worsened levels of engagement, and ultimately resulted in their decision to jump ship when a new, more exciting role has presented.
Just like any other first impression, the employee onboarding experience has become a vital part of employee satisfaction, loyalty, advocacy and retention. Getting things right from the very start of the employment process will ensure a long-term, committed relationship.
Gallup reported that employees who have a positive onboarding experience are almost three times more likely to feel prepared and supported in their role, boosting their confidence and cementing their commitment to the role.
The poll results also demonstrated that businesses that implemented a more efficient onboarding program saw 50% greater employee retention among new employees and 62% greater productivity in the same group.
Keep in mind the goals of an onboarding plan are to attract top talent, reduce the potential for employee turnover and ensure your new employee has been properly inducted to guarantee they understand their role and responsibility in your business. Following these three simple steps should ensure success for the business and the new employee.
Stage 1
Onboarding starts immediately after the employee accepts the role This is a crucial time for your new hire because they have taken a leap of faith in the recruitment process and may be uncertain about what lies ahead. Miscommunication or misunderstanding at this stage can make candidates doubt their decision to join your organisation. Swiftly delivering a Contract and Start-Up Pack and keeping your new recruit updated on organisational developments will help ensure they remain positive and excited about their decision to accept the role.
Providing time for employees to give appropriate notice and helping them to complete all the necessary paperwork is a show of faith that you value their time and are there to help them in a smooth transition.
The Start Up Pack should include the Contract and all paperwork related to pay and conditions as well as providing an overview of what their first day and first week will look like.
Stage 2
The first day and first week
The long anticipated wait is finally over and when the new employee presents for their first day on the job it is essential to resist the urge to throw them in the deep end and
get in to work tasks immediately. The goal of effective onboarding is for new hires to reach full productivity quickly, however, studies indicate that it takes 3 to 6 months for most new hires to meet full productivity, so taking time to get the process right is essential for ultimate success.
Keep in mind that they may not know anyone inside your organisation and they won’t know how teams operate on a day-to- day basis. It will be necessary to give them a clear picture of your organisation before they begin their work. But don’t drag this process out too long as most new hires are eager to get to work!
Keep the first day simple but try to be as informative as possible, showing them how your work practices are aligned with the culture of your organisation and covering topics like how to request time off, who to call if they are late or not able to attend work, and important policies such as completing timesheets and fair treatment.
Stage 3
Role-specific training and a view to the future
This stage of the onboarding process is the most crucial as it is directly correlated with how successful new employees will be in their job and how they can add value to your business. This stage should be clearly documented and all workplace manuals and other relevant data needed to do the job should be easily accessed.
A well-drafted training plan will not only help employees feel welcome but more importantly demonstrate that you care about their development. During this stage, try exploring different types of learning techniques like observational learning, blended learning and self- paced learning to encourage your new hires to select the style that they are most comfortable with.
Millennials (25-42 year olds) will make up 75% of the Australian workforce by 2025 and they are particularly driven by purpose. A well thought out onboarding plan will demonstrate to them that your business has a purpose, a sound plan that includes pathways for growth and education opportunities. The post-COVID employee is very clear that they are on a career pathway that requires opportunities for advancement to be available to them.
Onboarding Checklist
- Start the warm welcome from the minute the employee accepts the role. Once you have the signed contract, send the employee a welcome card. This can be signed by your team and include useful information for them to get settled into the role.
- On the first day, advise the new recruit what you expect of them. Demonstrate this by having clearly documenting policies, including what hours are expected, KPIs and the overall results you require. Make them feel safe and ensure them that you want to look
- after their mental health in the workplace. Demonstrate this by including the Mental Health Policy in the onboarding process.
- Give the new employee the sense that they have the freedom to contribute and be their authentic self without fear of judgement. Asking questions about what they have achieved in the past, their future goals and listening to their ideas will reinforce that your organisation values individuality and growth.
- Facilitate their engagement in the team dynamic. Employees are more likely to stay if they feel they belong to a team and have friends at work. Take time to make quality team introductions, ensure the existing team know the new starter’s name and can introduce themselves confidently.
- Think about options for their first day. Buck tradition of starting on a Monday and consider starting new hires on a Tuesday or even a Friday to ensure the first day is not too hectic to spend quality time with the employee.
- Consider adding personal touches like setting up the new employee’s desk with a welcome note, appropriate snacks or something you know they will appreciate.
- Assign a buddy to help get the new employee settled in, ensuring that the right behaviours are understood from the onset and they have a go-to person who is available at all times.
- Schedule coffee catch-ups with managers and team leaders.
- Organise a team lunch for the new team member during their first month to check in with them on a personal level.
A well thought out and executed onboarding process will ensure your new employee returns home after their first day and reports that they had a great day, learned a
great deal about the business and feel confident that they made the right decision accepting your job. AMP
