HR Essentials: Creating a Good Onboarding Plan
Your guide to an effective onboarding process.
What is onboarding? Onboarding is a process that connects new employees with the resources, paperwork, and guidance they need to get off to an excellent start with your company. Much more than new hire paperwork, onboarding builds on the first impression the employee had of your organization when they went through the interview process. It’s also an opportunity to engage fully with employees and build relationships. Here are some tips that provide deeper insight into an effective onboarding process and suggestions for increasing employee retention.
Step #1: Preparation
Many of us can relate to starting a new job and feeling like no one knew we were coming!
Giving employees a ‘wow!’ experience starts with pre-planning and preparation.
- Prepare Workspace, Equipment & Tools: This includes cleaning the employee’s work area and ensuring they have the essential tools for the job, including a computer and any software they may need.
- A few questions to ask yourself: Is the space clean and inviting? Will it be comfortable for your new hire? Do they have an email account, access to calendars, and essential company software?
- Announce to Coworkers: Tell the team about your new hire, including their role, what day they come on board, and some general information about your new employee. I have often asked the new hire for a short bio to share with their new co-workers. An announcement gives the team an opportunity to welcome the new hire before their first day. It also generates excitement among the team and can help the new hire feel like a part of the team before they walk through the door.
- Create an Orientation Plan: Plan what the new hire will do during orientation. Will they be in training? Will they shadow another employee? Will they be paired with a mentor? Preparing beforehand gets everyone on board with the schedule and their role in the new hire onboarding process.
Pro-Tip: Ensure everyone involved in the new hire’s training/orientation knows their role and feels comfortable as a mentor or educator.
- Assign a Buddy: A buddy is a peer who can answer general questions about the workplace and who will introduce the new hire to other employees, give them a tour, etc. The buddy’s role should extend beyond the first day or weeks.
- Assign a Mentor: A mentor is typically in a senior position or someone with several years with the company who can provide career advice and assistance to the new hire. We recommend that the Mentor schedule check-ins with the new hire to discuss any challenges and offer solutions and advice. Ideally, the mentor should be an approachable, seasoned employee.
- Complete Drug Tests, Physicals, Background Checks, etc: If your business requires any of these items, get a signed authorization from the new hire and complete these steps now so you know they are cleared and authorized before their first day of work.
- Call the New Hire: Connect with your new employee shortly before their first day to go over any remaining questions they might have and to discuss the plan for their first day. This can greatly improve their experience as they integrate into your company! If assigning a buddy and/or mentor, it is good practice to connect everyone through an introductory email at the same time.
Pro-Tip: Focus on employee engagement by creating a welcoming environment.
Step #2: Paperwork
The next step in your onboarding process includes preparing the forms and information your new hire will need on their first day with you. Here are some forms you will need to prepare:
- Form I-9: This employment eligibility verification ensures the new hire is eligible to work in the United States. You will keep these in an accessible location for audit purposes. Note: some employers may be required to also report the new hire on E-Verify.
- Form W-4: This standard tax withholding form was updated in January of 2023, and you must use the newest version with new employees. (You do not need to redo any W-4s for employees hired before 2023.)
Additionally, each state may require other employment forms. For example, Pennsylvania requires:
- Residency Certification Form: This form lets you know which local tax rate to charge the employee based on their home address.
- PA Workers’ Compensation Rights & Duties: This form provides information to employees on their rights and duties under the PA Workers’ Compensation Act.
Other new hire documents may include:
- Direct Deposit Form: If you pay by direct deposit, employees must give you their permission and bank account information. Your payroll provider may provide this form, or you can make one yourself. Just be sure to include a space for their signature.
- Emergency Contact Form: Whom you should contact in an employee emergency.
- Job Description: A job description provides an overview of the position, responsibilities, physical requirements, education, etc., for your new hire. This document helps to define the role clearly. Read more about job descriptions here.
- Employee Handbook Acknowledgement: Review your employee handbook with your new hire and have them sign a handbook acknowledgment by the end of their first day.
- Note: I often share the handbook with a candidate when considering an offer. This gives them an opportunity to learn more about your policies and practices before they agree to work with you.
- Other Company Policies: This includes things that may not apply to every employee, like a company credit card policy.
Pro-Tip: Some paperwork must be completed within two days of employment. It’s good practice to have the new hire complete paperwork on their first day of work and set them up for payroll and timekeeping at the same time. Delaying paperwork can lead to failed audits, fines, or penalties.
Step #3: Follow Through
First Day
Besides new hire paperwork, the first day is a great time to integrate your new hire. Take time to meet other staff members and give a tour of the business. Plan a team lunch or have the new hire’s Buddy take them out for lunch. Tell them about the company’s plans and how their position supports the growth of the company. These steps help your new hire feel welcomed and part of the company from day one.
First Weeks or Year
As your employee settles in, connect them with training opportunities and schedule regular check-ins. Ensure they get time with their Mentor and collect feedback on their onboarding experience. These small things will help your new hire become productive in a shorter period. It also leads to higher engagement and retention rates.
You’re all Set!
Your onboarding process should be crafted to meet the needs of your new hires and align with your company culture and values. In turn, your business will benefit from more confident, connected, and educated employees.
Use these ideas to create an onboarding experience (and checklist!) that can be replicated throughout your organization.
Create Your Onboarding Process