On-Boarding Definition: Process, Benefits, and Tips

Onboarding is the formal process of bringing employees on board, including orientation, training, and support systems to equip them for their roles and integrate them into the company culture. This article covers the benefits and best practices for integrating new employees into your business. A good onboarding process = good retention and productivity, as structured programs keep new employees longer and perform better.

Summary

• Onboarding is a complete process that includes pre-boarding, initial orientation, ongoing training, and support for up to 12 months to prepare new employee for integration into the company.
• A structured onboarding process increases employee retention, productivity, and job satisfaction and fulfills the company’s brand promise and recruitment efforts through a positive employer reputation.
• Key elements of a good onboarding program are pre-boarding to reduce anxiety, a well-organized first day, giving new employees all the tools for their role, sustained support and training, and using technology to streamline the process.

What is Onboarding?

Onboarding employees is a long-term engagement involving management and the wider employee base. This broad approach goes beyond basic orientation by:

• Getting new employees acclimatized to their roles, team members, and the organizational culture.
• Providing initial guidance, training sessions, and support mechanisms to help new hires settle in quickly and contribute to the workforce.
• Building a foundation for long-term success for both the individual and the business.
• Showing the organization is committed to the employee’s career development.
• Giving newly onboarded employees all the information, competencies, and equipment they need to perform their job well and align with the company’s expectations.
• Highlighting the importance of social relationships by getting new employee to connect with colleagues, creating a comfortable working environment, and improving retention.

This is for any business or organization looking to attract talent to their environment—onboarding matters. Providing new talent with the tools to succeed in their career is key—that’s why it’s so important.

In short, good hiring processes do more than just explain the job—they are how individuals integrate into the team, adopt company norms and practices, and feel valued and supported from day one.

Employee Onboarding Synonyms with Definition

Onboarding covers all aspects of the introduction and integration process for new employees. "Employee orientation" refers to a structured approach to familiarizing new employees with the company’s norms, processes, and values. New hire orientation refers to giving new employees the information they need on day one.

Other terms like “employee initiation” or “induction” refer to the first stages, where a new employee is introduced to the social and professional side of the organization. An “onboarding program” (also called "employee adaptation") takes a broader approach that combines training programs and ongoing support mechanisms – all to get new employee settled in quickly and contribute as part of the team within the company framework. Recognizing these different terms helps to understand onboarding – a journey, not an event, that covers multiple steps to get the employee to understand the company culture as they progress through different phases of integration and education.

Why a Good Onboarding Process Matters

A good onboarding process can increase employee retention and productivity. Research shows great onboarding can increase new employee retention by up to 82%. A complete onboarding process gets new hires settled in quickly, helps them learn essential skills, enables them to understand their role and expectations, and contributes to the team’s goals much sooner. A good experience during an onboarding process reduces turnover among new starters by creating a supportive environment from day one in the business.

In addition to increasing productivity and retention, a good onboarding strategy delivers on the business’s brand promise by giving new employees everything they need to become integral company members. It also builds relationships with managers, which are key to higher productivity, staff satisfaction, and employee retention. The connections formed during this period often lead to reduced absenteeism and lower intention to leave, contributing to a healthier workplace.

Good onboarding experiences improve recruitment by strengthening employer branding and encouraging referrals from potential new hires. Engaged employees from day one have a more significant stake in the organization’s performance, which leads to higher success rates and increased profit margins. Investing in your hiring leads’ onboarding could be the key to more significant business scenarios.

What’s in an Onboarding Program

An onboarding program is critical to getting new hires into the business. It covers activities before they start, a planned first day, and ongoing support and training after. These key components are to get employees in their new roles feeling welcome, equipped, and supported in the first few weeks of their employment journey.

To onboard new employees, companies use various tactics to get new hires into the organization, such as creating a good experience, inclusivity, and providing resources and support.

Pre-boarding

The pre-boarding phase, from when a new employee accepts the job to when they start, is critical to setting the scene for onboarding. Understanding new employee characteristics and behavior during this period can significantly impact their integration and performance. 80% of employees feel anxious during this period. To combat this anxiety and get early engagement, organizations like Airbnb send comprehensive packs to new hires before their first day, outlining the company’s mission and values. They encourage them to share a personal intro – such as a video or presentation – so they can control how they are perceived by their peers and reduce the initial awkwardness.

Here are some pre-boarding activities that help to smooth the transition into a new role and overall onboarding experience.

• Sending branded welcome packs with swag gets new hires into the company culture and makes them feel valued before they even start.
• Doing paperwork and admin tasks in advance means there’s no clutter on day one, so new starters can focus on the fun bits of their role.
• Providing an employee handbook and FAQs for new team members covers the common questions about day one at work. This resource ensures that new starters are prepared and reduces stress.

Together, these mean a smoother entry and a better introduction to the company.

First Day Basics

Creating a good atmosphere from the start is critical to attracting new team members. Here’s how to do that.

1. Prepare each new hire’s workstation before they arrive so their desk, phone, computer, and password access is ready.
2. During their first day, go over key company policies, including leave, dress code, safety in the workplace, and remote working, so they know what’s expected of them in your business.
3. Make their first day enjoyable so they form a positive view of their workplace.

Not making day one enjoyable can result in a wrong first impression of your workplace culture, which is hard to fix later.

An excellent welcome day should include:

• Meetings with key people in their team
• Provision of access to all the tools and systems they’ll need for their role
• A guided tour of the office or worksite
• Information sessions on company norms and operational procedures
• All onboard computers and electronic systems set up and ready to go

Do this early, and you’ll shape how new, onboarded employees see themselves contributing to company goals in the future.

Ongoing Support and Training

The growth and integration of new employees into the company rely on ongoing support and training. A good onboarding process includes targeted training and ongoing mentorship so every new hire gets tailored learning and consistent guidance. For example, in Salesforce, mentors are assigned to new, onboarded employees, and they get access to regular development opportunities to excel in their roles.

Regular check-ins, like a one-month review, allow new employees to feel the role and get feedback on how they’re doing. Reviews between 3 and 6 months help iron out any remaining issues and prevent high turnover by keeping hires engaged and effective.

These ongoing touchpoints are key to a successful onboarding experience in the first few months of a new employee’s life at the company, leading to long-term success.

When Does Onboarding End?

Onboarding usually ends when a new hire is comfortable and competent in their role, know what’s expected of them, have integrated with colleagues, and are part of the organizational culture. This can be anywhere from 90 days to 6 months after the start date, although it can vary by company or role.

To ensure that new hires are fully integrated and ready to go, organizations may have structured assessments or milestones that mark the end of onboarding.

Role Clarity and Job Descriptions

Having employees know what they’re supposed to do and what’s expected of them is critical to performance. By providing clear role descriptions, people can focus on the important stuff more and less confusion and conflict in teams.

Well-written job descriptions are vital to aligning new employees' and company goals. This alignment means more accurate feedback and a better workplace by reducing role ambiguity and encouraging team collaboration. For new hires, having clarity on their role from day one means they can establish specific responsibilities, workflows, and expectations immediately.

Leaders need to maintain this clarity through communication. Setting clear expectations and receiving regular feedback helps maintain high standards for new employee performance in individual roles and company goals.

Integrating New Employees into Company Culture

Onboarding is where new employees get their first impression of how the company’s Employee Value Proposition (EVP) is lived. It introduces them to:

• the industry
• company history
• workplace culture
• core principles
• key team members
• guidelines in the employee handbook

Understanding core values during this phase means newbies know what acceptable behavior and performance in the company are.

Recruits can learn about company standards and practices by being provided access to learning resources during pre-onboarding. Showing testimonials from current employees demonstrates these core values in action and makes them more relatable and motivating during onboarding. Aligning individual roles with the company vision in the mission statement means new, onboarded employees feel they’re contributing to the bigger picture.

Having explicit norms around work-life means smoother adjustment for those moving to new surroundings, and workforce happiness means higher productivity. Recognizing diversity across cultural and age demographics is vital. Neglecting this area means newbies will feel isolated or underappreciated on your team.

Relationship Building and Social Integration

A good onboarding program helps build relationships between management and new hires. Social connections in the workplace are linked to employee happiness and reduced negative feelings and symptoms of depression. These work-based social networks provide valuable resources like emotional support and social capital.

Building positive relationships at work can increase an employee’s sense of belonging and mental health by counteracting the stressful aspects of the work environment.

When new hires are engaged through multiple learning methods during their initial induction into the company, they feel more comfortable and confident in making a meaningful contribution to the organization. A mentor is especially helpful for those just starting or mid-career transitions, as it reduces anxiety and boosts self-confidence.

Technology in Onboarding

Using technology in the onboarding process has many advantages. It automates many tasks so HR can focus on the fun bits of their job. From paper forms to digital platforms, data entry, and physical document handling are less tedious.

For companies, virtual onboarding tools offer a variety of possibilities.

• Automated emails and notifications to keep new hires informed and engaged during onboarding.
• Virtual onboarding platforms that train and integrate new hires remotely so they get a consistent and complete onboarding experience no matter where they are.
• Digital document management systems streamline paperwork so new employees can complete forms and access documents online.
• Interactive onboarding portals are a central hub for all onboarding activities, resources, and communication so new hires can find what they need.
• Personalized onboarding journeys fit the needs and roles of new employees, with tailored training modules and resources to enhance their learning.
• Real-time progress tracking and analytics help you monitor the onboarding process, identify improvement areas, and ensure new hires are on track with their training and integration goals.

Technology in an employee’s induction means they have a seamless and consistent onboarding experience.

Plus, technology can personalize the onboarding experience. For example, a learning management system (LMS) allows organizations to create bespoke training modules for new hires based on their roles and skills. This means employees get relevant training that applies to their jobs and immediately to their responsibilities.

Also, virtual reality (VR) and augmented reality (AR) are emerging as new tools for onboarding. These can simulate real-world scenarios, providing immersive training experiences that prepare new employees for their roles in a safe and controlled environment. For example, a new hire in a manufacturing plant can use VR to learn how to operate machinery without the risks of real-life practice.

Social collaboration tools like Slack or Microsoft Teams are also crucial to onboarding. They enable communication and collaboration between new hires and existing team members. These platforms help new employees enter the company culture and build relationships with their colleagues, which is key to long-term retention and job satisfaction.

Data analytics can also track new hires throughout the onboarding process. By analyzing this data, companies can see where new employees are struggling and provide support as needed. This proactive approach means no one is left behind, and everyone has the chance to succeed.

In short, technology in onboarding means administrative tasks are streamlined, and the new hire experience is better. By providing bespoke, immersive, and collaborative training, organizations can get their new employees ready, engaged, and contributing to the business from day one.

Measuring Onboarding

Measuring onboarding is critical to improving it. Employee turnover rates tell you how well new hires are sticking. Time to productivity is another crucial metric.

Quizzing new onboarded staff on their role, company-wide goals, and expectations can be very useful. Getting feedback from them through surveys will help organizations identify areas for improvement in their training and determine whether their programs are keeping their participants engaged.

Stay interviews with recent leavers will give you insight into what’s working and what's not in your current onboarding practices. Analyzing this data can improve engagement and efficiency in your employee integration process.

Companies can also track the success of their onboarding programs by monitoring new hires through the different stages of integration. This includes checking if they meet key performance indicators (KPIs) and milestones within set timeframes. Regular one-on-ones between new hires and their managers will give you qualitative data on the onboarding process.

Another important part is using technology to collect and analyze onboarding data. Advanced HR software like Gamfi can give insights into new hire engagement levels, onboarding task completion rates, and overall satisfaction. These insights will help you identify trends and areas that need more attention or adjustment.

Organizations can also benchmark their onboarding against industry standards. By comparing their metrics with those of others in their industry, they can measure the effectiveness of their onboarding and make adjustments to stay ahead of the game.

Having a feedback loop where new hires can give input on their onboarding experience ensures the process stays dynamic and responsive to their needs. This ongoing evaluation and adjustment will lead to a more refined and better onboarding program for both the employee and the organization in the long run.

Also, onboarding materials must be updated regularly to reflect changes in company policies, technology, and industry standards. This way, new hires get the most up-to-date and relevant information, which will help their understanding and performance.

Moreover, recognizing and rewarding excellent onboarding practices will motivate HR teams to strive for excellence. Celebrating milestones and achievements within the onboarding process will create a culture of continuous improvement and highlight the importance of onboarding in the organization.

Finally, involving senior leadership in the onboarding process will show its importance and demonstrate to new hires that the company is serious about them. When executives participate in onboarding activities or send welcome messages, new hires will feel valued and more connected to the company’s mission and goals.

Onboarding Challenges and How to Fix Them

Onboarding has its challenges. 33% of new hires don’t make it past their first 90 days, so onboarding is vital. One of the common issues is not getting feedback from new hires, which obstructs improvement in future onboarding experiences. Providing outdated or low-quality information can lead to frustration and poor performance for new hires.

Giving new hires too much information too soon can overwhelm them and hinder them from retaining and applying what they’ve learned. To overcome this:

• Get feedback from new hires and use it to improve the onboarding process.
• Provide up-to-date, high-quality information.
• Break it down into bite-sized chunks.

This will help new hires retain and apply what they’ve learned.

Consistency in onboarding will prevent new hires from missing important information and make them feel more confident and part of the team.

Conclusion

In short, onboarding is crucial to employee retention, productivity, and job satisfaction. Companies need to understand onboarding, see it in a structured way, and identify the components of a good program so their new employees are set up for success. Integration into company culture, colleague relationships, and technology is the foundation of great onboarding.

We hope this guide has given you some food for thought and practical tips to improve your new hire integration. Following these best practices will create a welcoming and efficient space where new employees feel valued and can contribute to your company’s success. Start now or forever wish you had!

FAQs

What’s the difference between onboarding and orientation?

Onboarding is a more comprehensive program that includes orientation, which introduces new hires to the company’s policies, procedures, and culture. It goes beyond training and ongoing support to integrate hires into the workplace and make them productive.

How long should onboarding take?

Onboarding is typically designed to last 90 days to 6 months, but some companies extend it to a full year for full integration. Extending it beyond that will lead to inefficiency and reduced productivity.

Why is good onboarding important?

Onboarding is critical for new hires as it helps them settle into their role and understand the company's expectations. Good onboarding boosts productivity, employee retention, workplace relationships, and an employer’s reputation in recruitment.

What are some pre-boarding activities?

Pre-boarding is a good idea to make new hires feel prepared and less nervous before their first day. This can include sending out a pre-boarding package with branded swag as part of the welcome, sharing an employee handbook, dealing with admin tasks beforehand, and providing a new hire FAQ to help them feel more in control.

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