Achieve a Seamless Onboarding Process With These 7 Steps

Finding new talent is still an integral part of business operations even as companies continue to implement a work-from-home arrangement due to the pandemic. To welcome new hires, employers need to tailor the onboarding experience for the new normal. HR professionals like you should follow these seven steps to achieve a seamless onboarding process. This way, new employees can easily transition and adjust to their new jobs.

1. Convert paperwork to digital files Prior to their first day at work, new hires need to sign their employee contract, fill out employee files, and other necessary documents. Instead of sending these via e-mail and asking them to print, sign, and mail back all the documents, ask them to sign the digital files instead. New employees can affix their digital signatures and send the files back to you right away. Just make sure that your network is secure to keep all files confidential.

2. Send office equipment and supplies  For everyone’s safety (and when possible), refrain from asking new hires to pick up their office equipment. Send this via company courier and ensure that they receive these items on time. 

Prior to their start date, confirm that they have a working computer. Coordinate with your IT department to check that all necessary programmes are running. To make this a smooth process, delegate someone who can help new hires learn how to work on the cloud, use file sharing applications, and fortify online security.

3. Send a company care package No matter how big or small, receiving personalised gifts with your company’s branding and logo can help new hires feel they are welcome. 

Send company merchandise that they can use while working, such as tumblers, thumb drives, and notebooks. You can also add your employee handbook, a welcome note from the team, and a letter from the company president or CEO. Send this company care package along with other office supplies to boost your new hires’ spirits on their (virtual) first day at work. 

4. Let them know the company culture Even if the work is mostly virtual for now, new hires need to understand the company culture to ensure everyone is on the same page. Share your company’s core values, vision and mission, and other programmes that will introduce the company to the new employees. Paint a clearer picture of your company culture when you share with them other company activities, such as employee initiatives and corporate social responsibility efforts. Include this discussion in the onboarding training programme. 

5. Introduce the team It is vital to introduce new hires to their respective teams. Schedule a virtual meeting for their first day at work. Ideally, new hires and their colleagues should meet each other in their first week on the job. Prioritise introducing them to their teams and immediate supervisors. This ensures a seamless workflow while everyone works from home.

6. Set goals and manage expectations Managers should sit with new hires during their first day at work to set goals. This is a crucial step in onboarding, as this is the time for managers to articulate employee expectations. Discuss the new hires’ tasks, projects, and work objectives, and be prepared to entertain whatever questions or clarifications they may have.

7. Check in on new team members From the start, let employees know that the HR is there to guide them throughout their stay at the company. Touch base with employees on their first week, month, and quarter to see how well they are doing. This will be a good avenue for them to share feedback and discuss possible areas of improvement. To make virtual check-ins more personal, you may send snacks to your new hires. Treat this as a meeting over virtual coffee break to make check-ins more exciting.

Set a positive tone for new hires as they report for their first day of work. Foster a great working environment by consistently connecting with them and keeping them engaged even as they work remotely.

Head on to the Talent Search to find the right candidate for #JobsThatMatter in your organisation. Visit Resources Hub and Employer Insights for more tips.

At JobStreet, we believe in bringing you #JobsThatMatter. As a Career Partner, we are committed to helping all jobseekers find passion and purpose in every career choice. And as the number 1 Talent Partner in Asia, we connect employers with the right candidates who truly make a positive and lasting impact on the organisation. 

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About SEEK Limited SEEK is a diverse group of companies, comprising a strong portfolio of online employment, educational, commercial and volunteer businesses. SEEK has a global presence (including Australia, New Zealand, China, Hong Kong, South-East Asia, Brazil and Mexico), with exposure to over 2.9 billion people and approximately 27 per cent of global GDP. SEEK makes a positive contribution to people’s lives on a global scale. SEEK is listed on the Australian Securities Exchange, where it is a top 100 company and has been listed in the Top 20 Most Innovative Companies by Forbes.