By Ruoro Kairu
After you hire the right candidate, your focus might immediately shift to expecting them to execute their tasks. However, there is a transition process between hiring and the employees being productive.
This transition process is known as the onboarding process. Generally speaking, an onboarding process –also known as organizational socialization, is the process through which new employees acquire the skills and behaviors needed to become effective members of the organization.
An independent research shows employees who transit well into a company are 25% more productive. Moreover, the study shows these employees end up staying longer in the organization.
Nancy, who got a job through our recruitment service a while back, was very excited to begin her new role. A week into the new position, she wrote to one of our recruiting officers. She had spent a week at the new job. However, she did not feel like she was well acquainted with her colleagues. Moreover, she felt she was not totally clear on her job descriptions, and the roles she was supposed to execute.
She wanted us to help address how she should go about her duties in the first few weeks until she was confident in executing her duties.
The recruiter shared that many companies do not have an effective onboarding system.
As an employer or HR manager, how do you ensure you have an effective onboarding system? I spoke to Ms. Ida Kibunja and Ms. Prisca Kimaiyo, recruitment managers here at Corporate Staffing Services. Here’s what they had to share about what an onboarding system should entail.
1.Inform the other employees of the new addition
There are cases where employees walk into the office to be met by new faces. As the employer, you should take time to bridge the gap between new employees and existing ones.
“You should inform the employees there will be an addition in personnel before they actually show up.” Says Ms. Ida.
You can inform your employees through an email or memo. If the company is large and the departments are mostly dependent, you can inform the department the new employee will be plugged into.
This helps your employees to prepare for new personnel. It also gets rid of any awkwardness or uncertainty when the new employee arrives.
2. Prepare their space
Where will your new employee be sitting? Is there enough space for them? Is the office they’ll be occupying cleaned or is it stacked with boxes?
When you start planning sitting arrangements when the employee reports. You could make the employee feel less important.
“While it is a simple gesture, handling the space of the employee beforehand helps them feel valued. Moreover, it saves you time as you won’t have out-of-place priorities.” Says Ms. Prisca.
3. Have a proper induction process in place
A decent introduction is perhaps one of the most vital factors to consider. Essentially, it will contribute to the employee’s performance and productivity.
What are some of the elements that should be part of your induction process?
- Explaining the role, job description, and setting the key performance indicators. I say this fully cognizant of the fact that the employee already knows their role. However, now that they have joined the company, go over what they’ll be doing once more. Break down their roles and help them understand where they may feel stuck.
- Explain the reporting structure. Whom will the employee be reporting to? How regular are the reporting schedules? What should the report entail? Assuming the employee already knows is not a good idea, they may have had a different reporting structure at the previous employment.
- Culture of the company. Every company has got its own culture. While some are essential and noted down in one document or another, there are others that ware not written anywhere, but everyone is expected to adhere to them. The dress code is a good example; you could go over how to dress, and what is generally accepted by the organization.
4. Assign the employee a ‘work buddy’
While they may not have any questions, the employee could have questions or obstacles when they start working. They cannot always run to your office when they hit an obstacle. Some of the issues can be sorted by a colleague.
Assign the employee a colleague who will assist them with any information they may need. This will also help them feel like part of the team, and also assist them to gel with the other employees.
Additionally, you can arrange a bonding activity within the department just to allow the other members of the team to familiarize themselves with the new employee. For instance, you can plan a lunch for the department.
After a few days or so, check up with the employee. See how well they’re settling in, what challenges they have faced, and any comment they may have.
This will again emphasize to the employee that they are part of the team and valuable addition to the company.
At last, remember the first day of a new job is often a nerve-racking experience. Irrespective of your confidence level, being in a new office, seeing unfamiliar faces and a new job can be overwhelming and cause anxiety. Following this onboarding system will ensure a seamless translation of new employees.
Let us cater for your recruitment needs and you can start the onboarding process with the new employees.