What are the key differences between employee on-boarding and orientation?
Both on-boarding and orientation work together to provide your new recruit with an excellent first experience of your company. However, on-boarding and orientation cover different aspects of this introduction. Your on-boarding strategic plan relates to the process of preparing your processes, current employees and working environment for the new employee.
How do I create an effective on-boarding process?
Preparing for your new employee’s on-boarding process can require the participation of their entire team. It involves some work beforehand, such as preparing instruction manuals, or organising team meet-ups. You can include the following steps in your on-boarding strategic plan:
Informing your team about their new colleague
Introducing a new member to a team should not come as a surprise to their colleagues. Therefore, it is a good idea to prepare them for their arrival, giving them the date and time that they will be introduced to the office. You can also use this time to discuss the role that their new colleague will be filling, and their previous experience. If you are working remotely, then consider scheduling an introductory meeting with the rest of the team over a video conferencing call.
Preparing a desk space for the new employee
When your employee arrives, they will most likely be getting started in their new role immediately. Their new desk space can include a phone, computer/laptop and any other equipment that they need to complete their responsibilities effectively. You might also ask your employees to bring any equipment that they need with them, or provide a checklist of equipment that they will be using.
Setting up their laptop or computer with the necessary programmes, applications, files and folders
It is a good idea to have all programmes, files, and folders that your employee will be using ready to use on their laptop or computer. You may also wish to create a guidebook or instruction menu for finding the right files and folders, or using the pre-installed software. It is useful to consider this even if your employee has had the prerequisite training in these programmes, as it will be useful for them to refer to if they need to troubleshoot any aspect of their process. You may also wish to discuss your computer systems with your new employee during the on-boarding process, so that they can ask you any questions about your processes.
Organising a lunch with the rest of the team, or after-work drinks
Your on-boarding process is a great way to ensure that your new employee bonds well with their new team. They are more likely to stay working for you if they feel included and welcome. Social events such as a team lunch or after-work drinks can be a useful way for your new employee to become familiar with their team on a personal as well as a professional level.
Create training opportunities
You can enlist your employee’s co-workers to help you with training them in your processes. Consider having your employee shadow their co-workers on certain tasks, so that they can learn to follow guidelines and see how tasks are completed. This could be for practical tasks such as watching a co-worker use the photocopier or may involve them guiding your new employee through the stages of how your company uses a specific computer application.
You can also enrol your new employee on more intensive training sessions throughout their on-boarding process. Consider offering them certified training for the completion of training schemes. This can be for learning a form of computer coding, food preparation skills or fire safety training.
Recap training and create two-way feedback
During the on-boarding process, you should keep two-way communication open with your new employee. This gives them a chance to discuss any concerns, or what they are enjoying best about the role so far. It gives you insight into which areas they might need improving in, as well as the social role they are playing in their new team. You can use this opportunity to find out whether they are compatible with their new colleagues. Consider holding one-on-one meetings to recap any training that they have received during the on-boarding process. This could involve a quiz, survey or quick meeting to discuss their thoughts on the training that they have received.
How do I create an effective employee orientation event?
Orientation is the first stage of your on-boarding process. It is the crucial first day of your employee joining your workforce, and so it is important that this goes as smoothly as possible. It can involve introducing them to the rest of their team on their first day. Orientation can also involve showing your new employee around your office premises, giving them directions and helping them find their workspace, staff room or toilets.
Why do both employee on-boarding and employee orientation matter?
A successful orientation and on-boarding process can help improve employee retention in the short and long term. This is because it helps to boost your employee’s morale when they are starting a new job. When they understand their duties and responsibilities clearly and feel like a key player in their team, they are more likely to stay with your business. However, it is important to note that a bad on-boarding and orientation experience can be detrimental to your employee’s satisfaction in their early days of working for you. Keeping an open line of communication with your new hire is key to making sure that their needs are being met as well. After all, if your employee feels as if their company cares about them, they are more likely to feel confident with asking for help. A good on-boarding process is also part of a soft human resources management strategy, in which your employees are treated like the most significant assets of your business.
What challenges do employers face during the on-boarding and orientation process?
Your on-boarding and orientation process is your first opportunity to prove that your company is worth staying with. Other challenges that you face include making sure that your new employee is clear about their role, and how it fits into the bigger picture of both their team and your whole business. It is a good idea to outline the structure and routine of their role in the form of a workflow, which you may display in a place that is easy for your employee and their team to see. You may also explain their workflow to them in person, or via an email thread.
Another core component of a successful on-boarding process is making sure that you are present and available to the new employee as their manager. Even during busy periods for your business, it is sensible to factor in time to meet up with your new employee, to make sure that they are settling in well. You can also provide feedback in the form of a written letter, email or during an appraisal.
If your new employee feels as if they lack a connection with their manager, they are less likely to feel confident completing tasks or have a solid understanding of their role expectations. This is especially important if their role gradually starts to change from that of their original job description, as they learn new skills and start to assimilate with the rest of their team. Many employees will feel comfortable working flexibly on ad hoc tasks in their workplace, but the completion of additional work should ideally not go unnoticed. Further reading:
