HR professionals are responsible for numerous critical processes. But, their most important role is in the recruiting and onboarding of new employees.

Onboarding helps integrate new hires into the organization. However, the quality of onboarding can make a huge difference. One in six employees quit their new job within six months. The issue? Poor onboarding.

Rushed onboarding, or urgent projects that need new hires to settle right away, can result in a high turnover of employees.  

An excellent onboarding process can settle new employees and lay the foundation for long-term success. This article will help your HR teams create a smooth transition for new hires. We will explore four steps you can take to improve employees onboarding experience, resulting in high rates of productivity and loyalty. 

We will look into:

1. Ensuring all documentation and the office is ready for the employee's first day.
2. A clear outline of expectations and what their role entails. New employees can start the integration process with all the information they need at hand.
3. The provision of mentors, individuals who can support new employees grow accustomed to their surroundings.
4. Regular meetings, temperature checks, taking accountability and interest in the employee's experience.

So, to help new hires know they've come to the right place, keep reading!

The four steps to improve the onboarding experience

Everything ready to go on Monday morning

Facebook has what they like to call a 45-minute rule. Within 45 minutes of arriving on their first day, all employees can begin work because the systems and devices they require are ready before entering the building.

New employees are nervous enough, without having to sort out everything on their first day. Therefore, things like paperwork, payroll, computer log-ins and phones should be ready for them upon arrival. Even a friendly face at the front desk to greet them as they enter this new chapter of their lives can help put them at ease.

There are many HR tools to create a successful onboarding experience, and as soon as the employee has signed the contract, they can complete any other paperwork remotely. So, the new employee faces a less frantic first day of passports, tax forms and signatures and can start to work and get to know their team.

Furthermore, various departments can upload documents for the new hire with a centralized onboarding system. As a result, everything the new hires require is in one location. It can increase efficiency and ensure new hires aren't waiting around or confused about what they must do.

Prepare the new hire: expectations, information and the daily routine

A successful onboarding informs the new hires about how it is to work within the organization. In addition, your HR teams can provide insight into the daily and monthly processes of the business. 

Providing handbooks or a formal document can establish a routine for the new employee. They have something to refer to, which tells them about training, team meetings, and how to navigate themselves around the office. A calendar detailing key company-wide dates can serve the new hire immensely. 

In addition, the handbook can elaborate upon critical expectations of the new hire—the values of the company and the responsibilities of their specific role. Alongside FAQs, business-specific information and the staff to contact in case of issues—all the information an employee may need. 

A handbook can show new employees in black and white the organization's expectations. 

58% of employees are likely to stay at their job longer than three years if the onboarding process is successful. Providing a handbook or a guide to their new workplace can help employees integrate. They can swiftly dial into their new surroundings allowing them to be far more productive. 

Mentors: A welcome guide to a new environment

A Gallup study found that only 12% of employees believe that their workplace does a great job onboarding new hires.

Therefore, a fantastic way of helping new employees acclimatize is using mentors. These individuals, selected by HR, can act as technical or cultural advisors during the new hire's early days at the company. 

Using employees who've just recently joined, these mentors can help show your employees around, providing insight into the organization's nuances and the informal rules and policies. These employees have the greatest understanding of what new hires need to know. So they don't have to figure everything out on their own.

In those early days, mentors can act as familiar and friendly faces to support socializing and make introductions to other workforce members. 

It is crucial to help new hires find their feet and build social and professional relationships with their fellow employees. These are the foundation of any successful business, and strong ties can ensure loyalty and dedication to one's work beyond receiving a paycheck. 

And so, a mentor can help make onboarding a comfortable experience and offer unrivaled insight into their new working environment.

Regular engagement with new employees

From the first day to their first anniversary, HR should schedule regular meetings for new hires. It provides them with numerous opportunities to ask questions, give feedback on their early days at the company, and for HR professionals the chance to track their integration.

Frequent interactions with new employees show a willingness to support their onboarding. 

New hires will feel able to talk freely about how they find their new environment, and HR can find solutions to any issues or questions they may have. In addition, open doors and dialogue help settle employees in their new environment. If they have problems, they know there is someone to speak to and support them.

In addition, by regularly meeting with new employees, HR can track their engagement and satisfaction. These interactions can provide great insight for HR teams to improve onboarding. By requesting feedback about the onboarding process, HR can identify the components that worked and the pain points that need improvement.

Why successfully onboarding new employees is so crucial for a business

A successful onboarding experience should capture the enthusiasm of starting a new job whilst minimizing the challenges that often affect new hires. 

Good onboarding can reduce turnover and improve the time it takes for new hires to get up to speed. In addition, when onboarding works, it helps new hires settle swiftly and feel comfortable in a new environment among new teams and working styles. 

Thus, to improve the employee experience, HR plays a pivotal role in supporting the onboarding of new hires. Getting it right doesn't just mean that workers are productive, but also buy-in to their new surroundings. They understand the type of company they've joined and their expectations and can grasp how they fit in its vision.

When you see how much of an integral role you can play in the success of a business, it adds an extra boost to your performance. So, to help improve the onboarding process, your business should consider the following:

1. Ensuring all documentation and the office is ready for the employee's first day.
2. You provide a guidebook that clearly outlines the company's expectations and the individual's role.
3. The use of mentors, unofficial workplace advisors, who can help the new hire grow accustomed to their new surroundings
4. You can hear how the new employee has found their move through regular temperature checks and meetings. And use their feedback to enhance the onboarding process.