For a new employee his immersion into the processes will start from his first working day, though the team should prepare even earlier. In this regard, the so-called "preboarding" stage can be defined out in the adaptation process. During this time, the HR specialist prepares documents, equipment, and drafts work plans and assignments. Moreover, an active communication with a new employee starts, providing information about the company, necessary documents and goals for the start-up period.
On the first work day, it is important to properly welcome the employee, give him a "tour" of the office, introduce him to his colleagues, and familiarize him with the adaptation plan.
Then company-wide meetings, an introduction to the culture, the history of the company, and the team are planned out, and the access to the resources necessary for work are being provided. It is important to draw up a task plan and organize feedback exchange, as well as constantly record the results of the past days and monitor the progress along the way.
At the end of the adaptation period a final meeting and an overview of the results are held. This is a great chance to get feedback from the new employee and incorporate their experiences and impressions to further improve the onboarding process.
While gradually planning each step in onboarding journey, the HR team should consider some important aspects to make it as effective as possible:
- Familiarize a new employee with the basic elements of the corporate structure and culture while he or she is still on the hiring process: this will ease the future onboarding and adaptation
- Draw up an adaptation plan with a timeline and track the employee's progress through it
- Take an interest in the new colleague's successes and challenges, accompany him/her along his transition path, and offer your help and support;
- Clearly document progress and gradually increase the employee's level of engagement in processes and tasks;
- Collect statistics and feedback and highlight trends in onboarding to continually improve the process.