[Material FREE] Onboard process and onboarding for new employees successful integration

As reported by Glassdoor, the business process, onboarding capable capable of retaining new employees higher than 82% compared to the business lacks clear process. This is clearly evidenced for the vital role of onboarding in hr strategies overall..

This article Lac Viet SureHCS will provide information from overview to details about onboarding in hr include: the concept of “Onboarding what is it?” the important step in a process onboarding standard templates, process suggestions for business and the tools that support effective implementation.

1. Understand overview of Onboarding

1.1 Onboard what is? Process onboarding what is?

Process onboarding is the set of systematic activities that are organized according to each stage in order to support new employees to quickly get acquainted with the work environment, culture and people in the organization. This is not just the first step in the process of a new employee but also the factors that directly affect productivity, engagement, the level of their loyalty to the business.

To understand better, let's go back to the basic question: Onboarding is what? In essence, onboarding is the process that helps new employees “mingle” instead of just “yourself”. News is not merely brief introduction about our company, or sign a labor contract that is a whole sequence of actions: from preparation to welcome knowledge training to support employee work and long-term commitment to the organization..

The core of onboarding lies not only in the dissemination of information but also in that construction the relationship between the new employee with colleagues, superiors and the organization from that create a sense of belonging, which wage benefits or are unsure can bring.

Why need a process onboarding specific instead of made custom inspiration?

When there is no process for onboarding clearly, businesses are often faced with the problems like:

• New employees feel “abandoned” after the first day.
• Duration adapt prolonged, affect the progress of the work.
• Increase the rate of quitting in the first 3 months, the time of highest risk of cycle hr.

Therefore, building a model process for onboarding lessons not only professional but also the hr strategies are long-term investment. A clear process helps to standardize the experience for new employees, reducing pressure on the hr department and line managers at the same time improve the quality of integration.

Distinguish onboarding and orientation (orientation)

Orientation or also known as employee orientation is a small part of onboarding. Orientation usually takes place in the first day or first week, mainly including the content administration as introduction rules, familiar office issued email account. Meanwhile, onboarding is a long journey slightly more than help employees step by step integration of work and culture.

For example: Orientation just as you developed the map when starting a trip, the longer onboarding is the whole journey that you are guided, companion, feedback, gradually becoming part of the “guide”.

1.2 Need to set goals, what, when deployed onboarding in the organization

• Reduce time adaptive speed up contributions of new employees: A process onboarding structured help new employees quickly understand the role, responsibilities, expectations work helps them to catch up faster, be more active to soon create real value for the organization.
• Building connections between employees and the organization from the beginning: creating a sense of welcome, empowered, step by step, timely support will help employees feel themselves as a part of the team. This connection is a prerequisite for the long-term commitment, especially with generation of young capital exalting experience personal feelings.
• Promote the professional image of the business: An organization that processes, onboarding clear plan training specific support always make a good impression on the professional and valued people. This not only retain current employees but also spread positive to your employer brand of the company.
• Standardized experience, integration, reduce risk, hr: In fact, many enterprises are faced with the condition the rate of the holiday during the probation period of up to 25-30%. Not only wasteful, recruitment cost, but also affect the progress of commissioning. A process for onboarding good will help to significantly reduce the rate of quitting soon thanks to setting the right expectations, companion, and facilitate the development of clear.

2. The stage in the process of onboarding standard

A process for onboarding efficiency does not stop at the welcome new employees, which should be built into a route system in sync between the relevant departments. Here are the steps to deploy the template process, onboarding is often the business apply in practice:

2.1. Before the date the employee started

This stage is often overlooked but plays a very important role in creating a first impression with candidates. The goal is to create the feeling of being prepared welcome.

Activities to do:

• Email/welcome letter official from the hr department or manager directly.
• Prepare, work desk, computer, internal email and account access system.
• Submit ago document about the company culture, internal regulations for employees to learn.

When employees feel are of interest even before the start, they will step into the first day with a positive more ready. This also helps reduce the time it embarrassing when receiving job.

2.2. The first day

The first day is an important time to reinforce positive emotions, beliefs of new employees to the business.

Activities to do:

• Pick up directly from the manager or hr department.
• Brief introduction about the company, the organizational structure, the relevant departments.
• Meet the team working group and the guide (buddy).
• Provide the job description, expectations during the probationary period.

A first date is the organization capable help to significantly reduce the feeling “lost” elements often leads to quitting soon. This is also the first step to effective implementation of strategic onboarding in hr.

2.3. The first week

In the first week, your staff should be led to understand more about work, process, begin to participate in the actual operation.

Activities to do:

• Basic training on internal processes, product/service, the system software use.
• Delivery of small tasks are practical-oriented.
• Organize meetings feedback short to capture the feel, reply questions.

The training, feedback early help employees not only learn faster but feel is companion. This is the deciding factor speed integration, efficiency of work in the early stages.

2.3. The first month

After 3-4 weeks, employees begin to understand more about the job role environment around. This is the appropriate stage to promote the proactive self-confidence.

Activities to do:

• A preliminary evaluation of the performance and level of inclusion of employees.
• Support the construction of route additional training (if necessary).
• Encouraged to share comments, suggestions for improvement from the perspective of employees.

The importance of onboarding: This is the time business that can detect early problems, adjust timely to avoid “breaking” the expectation from both sides – a common cause leading to failure in the onboarding process.

2.4. 90 days the beginning

This phase marks the completion of the onboarding process initially. New staff had enough time to adapt and start promoting real capacity.

Activities to do:

• Held the reviews try the official: performance comparison with the original expectations.
• Discuss plan personal development: short-term goals, medium-term, proposed more training.
• Confirmation of continued employment, or proposed adjustment (if necessary).

Businesses have the opportunity keep growing foot right people, at the same time optimal investment performance on recruitment. This is also the stage “key down” effect of the template process, onboarding, established relationship, long-term commitment between the employee and the organization.

To conclude, the construction process, onboarding according to each stage not only help employees integrate quickly, but also increase the professionalism in personnel. For organizations looking to understand “Onboarding what is” or search form process, onboarding, implementing a clear process, there are measurable improvements often will be the solid foundation for the strategic development of talent in the long term.

3. The role of onboarding in hr management modern

Many organizations today still hasn't really pay due attention to the early stages of the cruise staff. This is a significant shortcoming by the onboarding is the “foundation” decided the mounting, performance, and the ability to long-term development of personnel.

So why onboarding plays a role so important in human resource management modern?

3.1. Help new employees integrate quickly effective

One of the biggest challenges of the new, are feeling lost, don't know where to start and what to do. A process for onboarding in hr is designed, it will provide new employees with a clear roadmap: from learn company culture, understand the goal of work, to know how to connect with colleagues/departments concerned.

For example, in a sample of process onboarding standard new employees not only be introduction to departments, but also designated the guide and get work documents from before, join the training sessions short, to become familiar with the product or service that the company provides. This helps them to be more confident, shorten time to adapt quickly to contribute real value to the organization.

3.2. Enhance the experience of employees (Employee Experience)

Onboarding is one of the “stops” the first in the journey experience of employees at the business. A good experience right from the start will leave a positive impression, create the feeling of being interested and cherish. Conversely, if there is no preparation or process sketchy, employees feeling arose taken lightly, from that lack of enthusiasm in the work.

According to the Gallup survey, only 12% of employees worldwide feel satisfied with the experience onboarding current, this figure shows large gaps that businesses can leverage to make a difference in the way human resource management.

3.3. Reduce the rate of quitting early (Turnover rate)

The recruitment of new staff always consume significant resources, from cost of media, interviews, to training time. However, if the process of onboarding is not effective, the rate of employee turnover in the first 3 months of often very high, especially with the location need expertise or skill peculiar.

The study of SHRM (society of human Resources Management United States) shows that: 69% of employees would stay firm on 3 years if they have experience onboarding in the early days. Thus, a process for onboarding not only help to “retain” new employees, but also optimized the efficiency of the entire recruitment activities.

3.4. Increase engagement, loyalty

When are welcome, orientation empower the right way, new employees not only work more efficiently but also developed strong linkages with the organization. Onboarding is the opportunity for businesses to convey the message about our mission, core values, work style – the foundational elements to build consensus, loyalty in the team.

Many businesses have successfully integrated onboarding into development strategy, the internal culture: through the share from the leader board, connected team, group or system “buddy – mentor” companion during the first 90 days. This is not just technical personnel, but also a way to inspire, help employees to realize his role in the big picture of the organization.

4. Business need to do to process onboarding integration success?

Step 1: make a list of work

Set up a list of the information required standard in each role titles or the whole company. This list ensures administrator Resources provided to new employees right from the date of receiving the first. The information such as: regulations, Rules, handbook, staff and work processes; list program coaching & training, integration,... to new employees need to record and perform.

Step 2: Preparation before and after the employees get the

Room HR guarantee has informed the department/company on the event will have new employees. Comes is a list of jobs that need done in each department. It also specifies that the time needed to complete each job there. HR also ensures to track the implementation status.

Task list this HR should note two account duration: Before employees get to work and After the employee to take a job.

Step 3: Provide resources in the work environment

Ensure all tools, equipment, resources, infrastructure, software, services & resources (if any) .... The goal of the work to be performed in stages the trial is ready right from the first day, new employees get to work.

In which: A goal during the probationary period that HR get need to ensure HR has to check new employees were exchanged directly with Management about the goals to be achieved. The goal of the trial is the important key in the process of integration.

Step 4: Provide a list of contact information

Building and provided to the new employee contact list work. Contact list emergency comes up process (if any) with other parts ... This is important information that new Employees might need in the process of work.

Step 5: Survey the level of satisfaction of new employees

• Survey satisfaction level from new employees, from managers to employees.
• Track the results follow the task list specified from the company.
• Check the progress of work done in the target trial.
• Keep abreast of results coaching programs and training,...

Room HR need to divide the milestone to perform, such as: the first 7 days, next 30 ... From the information in this multi-dimensional, HR to understand the level of staff made the acquaintance of new employees. Understand new employees can capture timely work or issues in need of support. This information helps HR process improvement, integration often.

5. Sample process onboard efficiency for business

With respect to the business that is looking to build or optimize the process of onboarding, a sampling process, it helps standardize operations, enhance experience staff to ensure consistency in implementation. Depending on the size, activity patterns, the level of investment in human resources, business can choose between two approaches downloads: basic processes and process intensive.

5.1. Sample process onboard basically for small and medium enterprises

With limited resources, businesses, SMEs often have difficulty in deploying the full range of activities onboarding. However, just building a process that minimalist but apparently, business was able to bring the experience positive start for new employees.

Structure 4 basic steps in the process of onboarding:

Step 1 – Prepare before the date of work:

• Send a welcome letter from the hr department or management directly
• Prepare a work desk, email, company, access to the system
• Sent before company documents (product introduction, ground rules)

Step 2 – introduce in the first week:

• Organization meeting the first introduction to the company departments
• Instructions about the work, handing the small tasks first
• Specify “the companion” (if there is) support in the early days

Step 3 – basic Training in the first month:

• Organize training sessions short: internal processes, skills, expertise
• Tasked with the actual track work efficiency
• Listen to feedback from new employees to timely support adjustment

Step 4 – Review complete the following 60-90 days:

• Meeting reviews the trial with the participation of management
• Unity of plan personal development (IDP) in 6-12 months to
• Acknowledge the original contributions and suggestions for improvement (if any)

Hint timeline details:

• Week 1: integration – introduction – getting acquainted job
• Week 2-4: basic Training – The first mission
• 2nd month: mid-term Review – adjusted expectations
• 3rd month: assess the trial – a decision to continue cooperation

Benefits for SMEs business:

• Easy to deploy, do not cost much
• Reduce the risk of quitting early in 1-2 months
• Create professional photos, capacity and personnel administration

5.2. Sample process onboard intensive for big business

With the number of personnel operating procedures complex, the large-scale enterprises need a system onboarding intensive than likely personalization, technology integration and synchronization between the departments.

Main components of the process in-depth:

1. Application technology:

• Using the software onboarding to automate tasks like sending emails, track progress, prompt calendar reviews
• Integration with system administration hr master (HRM), learning management (LMS) to track route training

2. Stool clear role:

• Personnel in charge of administrative procedure
• Management directly in charge of oriented work
• The guide (buddy or mentor) support inclusive culture

3. Personalization experience onboarding:

• Design roadmap onboarding for each department, each location
• Create the “onboarding kit” in accordance with the level staff (new employees, middle management, senior specialist)

4. Rate constant feedback:

• The evaluation criteria clear: the level of adaptable, efficient work, the level of active
• Collect feedback from new employees and stakeholders to improve the process

Actual value the business receives:

• Standardized experience integration for hundreds, even thousands of employees each year
• Improve productivity right from the stage of trial work
• Increase the cohesion, the ability to retain key personnel
• Increase operational efficiency through minimizing errors, loss of information during the onboarding process

Whether you are a small business looking for ways to “standardize” the process of receiving staff, or a big corporation to sync experience integration in scale, the construction of a model process for onboarding fit is essential.

DOWNLOAD SAMPLE DOCUMENT HERE

3. LV SureHCS Hiring – solutions onboarding comprehensive for the enterprise

LV SureHCS Hiring is software management, recruiting, integration, personnel due to Lac development, in accordance with the characteristics Vietnamese enterprises, especially the organizations that medium and large scale are in need of standardized templates process onboarding.

Feature highlights:

• Automatic schedule, send notifications for each step in the process of onboarding
• Integrate the training materials, internal rules of the company and guide the operation system
• Assigned specific tasks for the instructor (buddy), direct management, and personnel
• Monitor the level of completion of each work of new employees
• Store feedback performance reviews 30-60-90 day

In current trends, the standardization process of onboarding in hr is no longer choose which is imperative if businesses want to attract retain talent. Contact now Lac Viet SureHCS to get counseling software onboarding match the pattern of your business.

CONTACT INFORMATION:

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