What Is The Onboarding Process In HR? (With Benefits)

By Indeed Editorial Team

Published 8 August 2022

The Indeed Editorial Team comprises a diverse and talented team of writers, researchers and subject matter experts equipped with Indeed's data and insights to deliver useful tips to help guide your career journey.

Onboarding refers to providing the new recruits of a company with the resources they may require to transition to their new role. It can help them feel comfortable in the new environment and start working on their tasks with adequate support and knowledge. Knowing what the onboarding process is and how to perform it can help you onboard new employees efficiently. In this article, we answer the question, 'What is the onboarding process in HR?', explain its benefits and provide details on how to onboard new employees.

What Is The Onboarding Process In HR?

Knowing the answer to 'What is the onboarding process in HR?' can help you understand the process and improve it. The onboarding process includes several measures that HR can take to make new recruits comfortable in their new role. It can also be an opportunity for the employer to make a good first impression on the new employees. This process can help them achieve job satisfaction and succeed in their new role. It can also lead to greater employee retention.

Related: What Is Onboarding For New Employees? Tips And Importance

Benefits Of Onboarding

Here are some prominent benefits of the onboarding process:

  • Increased productivity: Introducing new employees to the company's software and systems in their initial days can help them start working on their duties immediately. This can help improve productivity and reduce the learning time they may take due to the constant support during their initial days.

  • Improved communication: Introducing new hires to their manager and team can help facilitate communication between these parties from the beginning. Establishing this communication can make it easier for them to work together in the future, allowing for greater productivity and increased company morale.

  • Greater job satisfaction and retention: Making employees feel welcomed during their first days can help them form a good impression of the company and enjoy their time at work. This may also result in them staying at the company for a longer period than looking for job opportunities elsewhere.

  • Better compliance with goals and procedures: The onboarding process allows you to review company policies, procedures and goals with every new employee. Making them aware of these early on can help them understand them better and follow them diligently at the workplace.

Related: Top 10 External And Internal Recruitment Strategies

How To Onboard A New Employee

Here are the steps you can follow to successfully onboard a new employee:

1. Start pre-boarding

Pre-boarding can be equally important as the onboarding process itself. Before the onboarding, send the employees a detailed email with all the necessary information. This can include:

  • Relevant forms for them to fill out

  • Details of their start date, reporting time and location

  • A copy of the company handbook

  • Their agenda for the first day of work

  • Login credential details for relevant company accounts and employee portals

  • List of documents they may carry on the first day

  • Company dress code details

  • Direction details to the workplace

Sending all this can help the employees to prepare well for their first day at work. It may also help them complete any important paperwork at home in advance. Along with sending this email, you can also prepare their work or desk space.

Get in touch with the information technology team and ensure that their computer system and emails are operational. Create a welcome package that includes an employee handbook and their employee ID. Besides, you can also give them company merchandise like a t-shirt or water bottle as a welcome gift.

Related: 13 Important HR Manager Roles (With Job Duties And Tips)

2. Give them a tour

Make sure there is someone to greet the new employee on their first day of work. Then, give them a tour of the building or the workspace so they get familiar with the area. Showing them around on their first day can make it easier for them to navigate their work environment in the future. It may also make them more comfortable with their new surroundings. You can also arrange for a quick snack for them during the tour.

3. Make introductions

Introduce the new employee to others as you give them a tour. This can help them become familiar with the company culture and make it easier to make friends at the workplace. You can also introduce them to employees in the human resource department and let them know who they can contact for specific queries.

Related: What Is Organisational Culture?

4. Have them go to lunch with their team

You can suggest they have lunch with their teammates on the first day. This can help them know the members of the team better and get comfortable with them. It can also be a good way for the team to welcome the new member. Having them go for lunch can give them an opportunity to get out of the office or work environment.

5. Have them meet their manager

During the second half of the day, you can set up a meeting between them and their manager. It can help them know each other and can allow the manager to set expectations and explain the duties better. It may also be an excellent opportunity for the employee to ask questions and clear up doubts. Doing so may also allow the employee to get acquainted with the manager.

Related: A Comprehensive Guide To The Full Form Of HR In A Company

6. Get them set up with their workspace

After all the activities, you can show them their workspace and help them set it up. Familiarise them with their system and how to log into it. Give them a walkthrough of all the applications they may use for work and personal use. You can also provide them with relevant contact details for queries related to their system and applications. This can also be a good opportunity for you to explain to them the information security policies of the company.

7. Schedule a follow-up

Ensure to schedule a follow-up with the new employee at the end of their first week. You can utilise this time to check how they are doing and if they have any queries about anything at work. Arrange a meeting with their manager to help them ask more questions regarding their work. This can also help the manager understand how they are performing and if they need any assistance.

Related: Recruitment Process: A Step-By-Step Guide

Tips For Onboarding An Employee

Here are some practical tips that can help you onboard a new employee efficiently:

Have a plan and set goals

Before you start onboarding, make sure you have a plan in place with goals to help you measure success. For example, you can set a goal to reduce your company's employee turnover rate. Once you have a plan for how you want to handle onboarding and the steps you want to take, create a checklist to ensure you follow each step in the process. Follow this plan with each new hire to ensure a successful onboarding for everyone.

Related: Why Is Human Resources Important To Every Organisation?

Personalise the experience for every new employee

Follow a standard onboarding process but try to make small changes where you can, to personalise it for every new employee. Depending on their role, you can give them resources that may help them do their job better. For example, if you are onboarding a new interior designer, you can give them an advanced computer monitor that may help them with designing.

Use onboarding technology

Consider using a web-based portal to manage the onboarding process and other human resources-related tasks. You can find many types of software made to anticipate not only your needs but also the needs of your new hires. This can ensure a smooth onboarding experience for both you and the employee. It may also help reduce the time and effort required to complete essential onboarding tasks like signing company paperwork or issuing an employee ID.

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