How to prepare the onboarding of your new employees?

How to prepare the onboarding of your new employees?

The onboarding of new employees, whether remote or face-to-face, has certain essential milestones (sharing the company culture, introducing the team, training modules, celebrating the arrival, gathering first impressions). In terms of content and organization, don't lose sight of the fact that any onboarding must first and foremost provide the new employee with all the necessary resources to become operational as quickly as possible

Remember, the best way to live up to the expectations of your new employees is to be prepared. Because if the setting has to be welcoming, the newcomers have to feel welcome. Afterwards, it's a crash test in dating mode: either you and your teams make a splash and it's a match, or it's a clash with the added bonus of a penalty for your employer brand. An unwelcome situation that still occurs in 4% of new employee onboardings, according to a 2014 Bersin by Deloitte study. 

How do you integrate new employees? Who is involved in the integration process? This is what we will see together!  

Prepare the onboarding on the technical and administrative side

The onboarding of new employees is above all a logistical challenge where new recruits must be able to start their first day on D-day in the best material and insurance conditions. 

When you say onboarding, you first have to deal with the necessary administrative formalities

The best way to make sure you don't forget anything is to make a To Do List for the candidates with all the things they need to do such as :

  • Have the employment contract signed and initialed (in person or remotely via an electronic signature tool)
  • Sign the assignment of intellectual property rights, the confidentiality clause...
  • Join the company's mutual insurance company,
  • Create an account on your payroll tool like PayFit.

Largely underestimated by companies, pre-boarding is not to be neglected. This is the informal period between the promise to hire and the signing of the famous employment contract. During this period, it is advisable to regularly remind future employees and to keep them informed of the preparations linked to their arrival. As this is a particularly anxious period, remember the adage "when it's unclear, there's a wolf". One of the main causes of ghosting - where the candidate suddenly doesn't show any sign of life before the integration is finalized - is a too marked silence from the recruiter during the period. 

However, this first step is perfectly suited to feedback, starting with checking your equipment (especially if the mission is to be carried out remotely):

  • Create an email address and harmonize email signatures,
  • Transmit access codes (applications, messaging systems, image banks, etc.), badges and other photocopier cards, 
  • Check and configure computer equipment (including cybersecurity with two-factor key system, password reinforcement with Dashlane or Onepassword and adequate antivirus) at home if telecommuting option,
  • Provide a list of materials to bring on the day ,
  • Specify the meeting points (access map if on site or instant messaging/video tools if digital onboarding), 
  • Provide a contact sheet with the numbers and emails of the new recruit's key contacts (N+1, sponsors, CEO, HR, accounting, IT, etc.).

A good onboarding process requires a clear framework

The success of the onboarding of new employees lies in its space-time framework with a schedule, a mission and SMART (Specific, Measurable, Achievable, Realistic and Time-bound) objectives. 

What is clear is clear, and the same applies to the onboarding of your new employees. According to a 2007 Wynhust Group study, 58% of new recruits are more likely to still be there three years from now if the induction process is properly structured.

Every new employee must feel expected. This is why the onboarding of new employees must be known by the teams or at least by the department and the manager in which the candidates will be working.

Make sure you pass on the following information in advance: 

  • The date of arrival,
  • First name,
  • The function,
  • The mission, 
  • A specific characteristic to better break the ice with the newcomer (hobbies, region of origin, background or previous employer...). 

Don't forget to send an onboarding schedule before their first day so that candidates understand exactly what they will be doing and what their objectives will be throughout their onboarding period. It should include: the main highlights (presentation to the team, meeting with the CEO, visit of the premises, celebration...), the training sessions as well as the different activities (team meals, afterworks...). Each time, the date, time, place, moderator, duration and title must appear .

Set clear and achievable goals. The model to follow is SMART, keeping in mind the mental load and stress that the first days can generate. Thus, the program should not be too heavy. It is better to distil the information over the first 3-4 months than to do too much in the first two weeks. Work in stages: what should the newcomer master on the first day, the first week, the first month, the first three months and then the first six months? 

Share your company's culture

In addition to increasing skills, the onboarding of new employees must make it possible to verify the cultural fit: are the recruits aligned with the company's values and working methods?

To achieve this, it is necessary to : 

  • Affiliate two sponsors or buddies, valuable operational and emotional support for each onboarder. While you're at it, choose two who have experience within the company and who know how to be a minimum of empathy.
    One for the professional side (this will be more of a manager) who will be in charge of transmitting his know-how. The idea is that he or she should have a minimum of teaching skills, patience and not be stingy with advice. The other for the human side (ideally someone from another team). It will be up to him to share your corporate culture. Values, mission, processes, rituals, key events: nothing should escape your new recruit.
  • Send a personalized welcome email and/or SMS to your new employees a few days before their arrival. The message must necessarily indicate the date and time of the beginning of the first day as well as the meeting point. 
  • Plan a welcome call with all the teams. Prefer video conferencing, over the phone, to make the onboarding more human. This videoconference is best complemented by face-to-face micro-moments such as random coffees - coffee breaks where participants are randomly selected and do not necessarily belong to the same department.
  • Send a Welcome Kit (physical in the form of a booklet or dematerialized) with or without a welcome video before their arrival. This kit generally includes the company's identity (values, mission, concrete actions and commitments, timeline, etc.), the product presentation, a word from the CEO, and even personalized resources depending on the profile. It can be accompanied by promotional offers and other benefits (sports club, reimbursement of wellness applications, preferential access to certain cultural events, etc.).
  • Provide your new employees with a pass to participate in the company, even before their first day. Allowing them to attend a conference, webinar or industry event via a partner can be a good way to wait while immersing themselves in the company's issues.
  • Focus on training and e-learning. Training sessions can be launched before the newcomers arrive, if only to ensure that they master the basics in their first days.
  • Offer goodies to reinforce the feeling of belonging (hoodies, bags, mugs, stickers, notebooks...). 

According to the Bersin by Deloitte study, 22% of staff turnover occurs during the first 45 days. This is why it is important to take care of the onboarding process for new employees and to pamper them with good reason. But don't forget that onboarding is a long-term process that starts at the time of signing and continues long after the first month with the company. In order to develop the onboarding process for new employees, keep a close eye on their integration into the team. regular feedback You should also keep a close eyeon their integration into the team and their adaptability to the company's culture. Centralized feedback tools like Elevo may be necessary. 

Out of sight, out of mind? To go further, see how to boost your remote onboarding via our dedicated article.

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How to prepare the onboarding of your new employees?

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