The best examples of HR onboarding: Real cases and the detailed plan

Published on 12/03/2024

The best examples of HR onboarding: Real cases and the detailed plan

Published on 12/03/2024
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The best examples of HR onboarding: Real cases and the detailed plan

One of the key factors for companies is their employees, both in the recruitment process and in their subsequent continuity within the company. While much is often said about how to retain talent in organizations in the long term, it is even more crucial to retain them at the very moment they get to know the company.

The impression the company gives when welcoming a new employee is crucial for encouraging their future retention in the company. Therefore, we will explain the importance of employee onboarding and provide some examples of onboarding.

What is the employee onboarding process?

Onboarding is an essential practice in the HR department, as it guides employees in integrating and adapting to their new company.

This process aims to provide new employees with all the tools and knowledge necessary to carry out their role in their new position in line with the commercial and corporate objectives of the company.

What is the purpose of onboarding?

Onboarding is the first contact that the employee has with their new company.

Just like “entering” any establishment, where the reception and treatment will be crucial for us to stay and make a purchase, in a company, if the first experience is dynamic, fun, and close, the employee will be more predisposed and committed to staying.

As we mentioned at the beginning, employees are one of the most important assets of companies, as the success of their activities largely depends on them.

Therefore, acquiring qualified personnel and retaining them over time is an essential factor in the goals of any human resources department. All techniques and processes that promote employee loyalty will be positive for the overall success of the company.

Onboarding plan, where do I start?

Like any plan, it consists of deliberate steps for subsequent implementation in organizations. At WorkMeter, we have defined the following phases or stages of the HR onboarding process:

Preparation: before onboarding

The Onboarding process should start well before the employee’s first day at the company to create a positive image from the beginning. We recommend starting a week before the start date, during which you should:

Prepare all documentation for the new employee

Get ready with banking information, social security number, regulations, and all necessary legal documents for their incorporation.

Create and organize accounts

Install the necessary software for their work and create the necessary accounts for the various platforms of the company.

Send a letter/email of introduction

Create an “Employee Handbook” that informs about the company’s mission and vision, as well as a formal introduction to the department.

Provide information about the schedule for their first day of work

Inform the employee in advance of the timing to follow for their tasks on the first day at the company.

Create a new workspace

Provision the space with necessary materials and ensure it is tidy and clean.

Send corporate materials

One option is to send the new employee corporate materials such as pens, mugs, T-shirts, and other items to motivate them at the beginning.

Execution: welcome day

The execution of the onboarding plan refers to the actual application of its welcome tools on the new employee’s first day.

To ensure that your employee is comfortable, engaged, and leaves with a positive image of the company and its operations, you can:

Reception

It is important that there is someone responsible for welcoming the employee upon arrival and guiding them through the workspaces.

Mentoring

Assign a colleague or supervisor to teach and explain the tasks performed in each department and in their own. This person has a key role as the support the worker will have throughout their adaptation to this new company.

Presentation of Staff and Managers

It is highly positive that on their first day, the employee gets to know their department colleagues and others throughout the company to welcome them. In a large company, the essential introduction would include their closest colleagues and the top executives directly in the organizational chart.

These events can take place through a formal introduction event such as a meeting with executives, department heads, and colleagues, or through more informal activities like team-building sessions, meals, outdoor activities, etc.

Follow-up

This phase of the onboarding plan can vary in duration. It can last from one week to the first three months, depending on the adaptation time considered necessary for the job.

During the follow-up, it’s important that the new employee doesn’t feel alone and devoid of the necessary support to adapt to their new responsibilities. Therefore, it’s crucial to:

Task Organization

Plan the tasks and projects that the new employee will undertake. Organize a calendar with delivery dates and gradually add tasks adapted to the employee’s learning process.

Task Supervision

Assign a supervisor to address project-related questions and oversee the work. This process may fade over time as the employee gains autonomy.

Invest in Training

Provide the new employee with knowledge of software and basic tools for tasks and projects specific to the company that the employee may not be familiar with.

Evaluation Meetings

Hold regular meetings with the new employee to address questions and identify any information gaps they may have. As a new employee, they may have needs and not know how to address them, so it’s important to ask and create a comfortable and open space for inquiries.

Evaluation

The evaluation phase, or the final phase of the onboarding process, should not go unnoticed or be overlooked. This phase provides information on how the process has been carried out and whether it has been applied optimally.

Have a bilateral conversation with the employee to analyze the deficiencies encountered throughout the adaptation and introduction to work. It’s crucial that the employee is critical of the processes and tools provided for improvement.

A technique could be to administer a questionnaire or a set of questions to assess the employee’s satisfaction and adaptation to the process. Always, as mentioned earlier, follow up with a conversation based on trust and mutual understanding.

This phase is also important for HR professionals to analyze the employee’s performance during the adaptation process and determine if the integration is optimal or if there’s a need to discontinue their activities.

To ensure that the performance analysis is objective and based on real metrics, it’s important to have software that analyzes the work hours related to employee productivity. Thanks to these metrics, HR professionals can determine if the employee meets the objectives set by the company, supported by entirely factual data, avoiding subjectivity.

How to implement digital onboarding?

With the rise of hybrid or remote work arrangements in companies, it’s crucial to adapt all action plans to these new trends, including onboarding.

Therefore, many companies that have shifted their activities online have also transferred the welcoming and integration process of their new employees. Achieving a digital onboarding that is personalized and avoids being impersonal or cold is possible.

HR onboarding examples

Due to the importance of the recruitment process in companies, as discussed throughout the article, more professionals are seeking inspiration from new onboarding techniques and processes to make a positive impression on new employees and retain talent.

Here are some of the most successful examples of the onboarding process for new team members:

Google: investing in training

It’s no surprise that Google is one of the most highly regarded companies when it comes to applying for a job. This is largely due to the care they take with their employees, extending to the onboarding process.

Among other techniques, the Silicon Valley giant dedicates three months to training its new employees without assigning any projects. During this period, depending on the role, employees are trained in techniques and skills according to the company’s processes and refine their knowledge.

Additionally, to welcome new employees, a welcome party is organized on Fridays to create relaxed atmospheres and a trusting environment among workers.

Twitter: “from yes to desk”

During the welcoming process, Twitter ensures that new employees are never alone in their first moments with the company.

They have a guide with over 70 steps to guide employees through all departments of the company. Moreover, to attract new workers to start their tasks, the onboarding team leaves a bottle of wine on their desks.

Mailchimp: “chimpanion”

This email marketing company has one of the most revolutionary techniques, which, despite appearing counterproductive, helps retain a significant number of employees.

During the first week, employees do not work. In these initial five days, employees receive merchandise material with corporate products from the company. Additionally, during this time, they are provided with information about the projects, history, culture, and benefits of the company.

Another key figure is the inclusion of “Chimpanions,” employees with considerable experience in the company who guide and address any potential questions from new employees and provide a more informal view of the organization.

Now that you know the onboarding process, how to apply it, and some of the most successful examples to conclude the selection process of some companies, you can use it to attract and retain new employees. The talent of your workers will make your company more successful and achieve the set goals.

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