For employers, a solid onboarding plan plays a critical role in organizations that aim to improve retention rates. By facilitating the adaptation of new hires into the team and clarifying their roles and responsibilities upfront, onboarding not only reduces turnover but also strengthens engagement and productivity. According to recent studies, companies with a structured onboarding program see, on average, an 82% increase in retention rates and a 70% boost in productivity among new recruits.
Preparation Before the Start Date
It is essential to prepare in advance for the arrival of your new employee. This might seem obvious, but it’s a step often overlooked by busy employers or team leaders. It’s not uncommon for a new hire to arrive on their first day and be left on their own, unsure of what to do or lacking the tools needed to perform their work. Here’s a (non-exhaustive) checklist to consider before your new employee starts:
- Share essential information: arrival date and time, breaks and lunch schedule, dress code, documents to complete and/or bring, etc.
- Order or prepare relevant equipment: uniform, safety gear, access cards, etc.
- Prepare the physical workspace: desk, chair, computer, phone, headphones, webcam, office supplies, etc.
- Set up the work computer: install and download all necessary software and ensure IT access is ready, such as antivirus programs, Microsoft Office Suite (or equivalent), PDF readers, browsers, spell checkers, job-specific programs, etc.
- Create online access and tools: Google or Microsoft environment, cloud services, internal communication platforms, project management software, payroll systems, password managers, etc.
- Create a professional email address and phone extension, if applicable.
- Bonus: Prepare a welcome gift (e.g., gift cards, tech or wellness items, branded clothing, coffee mug, water bottle, or any other company-branded merchandise).
First-Day Welcome
When we are invited to a dinner or a party at a friend’s house, we not only expect a warm welcome but also that everything will be organized to make us comfortable and allow us to enjoy the moment fully. Now imagine the situation for a new employee! Their expectations are similar, if not higher, because unlike a social visit, a new hire arrives with a sense of uncertainty and nervousness about their first day, their colleagues, and their responsibilities.
Think back to your own first days of school: Who will be in my class? Will I know anyone? How will I fit in? The same sense of apprehension also affects every new employee on their first day. It is your responsibility to make them feel comfortable from the start to facilitate their integration. Here are a few suggestions:
- Give a tour of the workplace so they can find their way around easily: workstation, offices, restrooms, cafeteria, supply storage, common areas, etc.
- Introduce team members, or at the very least, the key people they will interact with (e.g., department colleagues, direct supervisor, HR representative).
- Present company policies and procedures: payroll, overtime, vacations, benefits, insurance, code of conduct, safety rules, and day-to-day routines like breaks, lunch, and parking.
- Provide essential documents: employee handbook, brochures or website links for insurance, a copy of their employment contract, etc.
- Answer any immediate questions.
- Bonus: Assign a colleague to guide them during their onboarding period and act as a point of reference for any questions.
- Bonus: Organize a welcome lunch with the team to encourage relationship-building.
The First Three Months of Integration
Ideally, the integration of a new employee should span the first three months, which typically corresponds to their probation or trial period. The goal is to gradually introduce them to their role and responsibilities while giving them increasing autonomy over time. More specifically, here are a few examples of what you can do:
- Provide training, if needed, on tools and tasks related to their position.
- Ensure regular follow-ups to address questions and concerns.
- Offer consistent feedback on their progress and development.
- Conclude the integration period with a review meeting to discuss their achievements, validate learnings, and set short-term professional goals.
Throughout the onboarding process, we recommend documenting each step. This allows you to adapt and improve the process for future employees. Additionally, try to personalize your approach whenever possible by adjusting to the temperament and needs of each new hire.
In Summary, a Structured and Personalized Onboarding Process:
- Enhances the employee experience by creating a sense of belonging from day one.
- Strengthens your employer brand by demonstrating your commitment to employee well-being and success.
- Accelerates the adaptation process by providing the necessary tools, resources, and training.
- Increases overall satisfaction while reducing the risk of misunderstandings and mistakes due to poor integration.
Investing in a structured onboarding process is a winning strategy for both your organization and your employees.
At Bedard Resources, we can assist you in designing an onboarding plan that truly makes a difference. Contact Stéphane Pépin to learn more about our HR consulting services.
