The challenges that Human Resource managers face daily are countless. Employee onboarding is one of these challenges, so this guide equips hiring managers with a guide to the 4 onboarding phases.
Looking to Easily Onboard New Employees?
Onboarding can be a complicated and time-consuming process. To make it easier, we created the 2023 Guide For Busy Managers, which covers 4 phases of the onboarding process. This guide simplifies all these processes into one comprehensive package with easy step-by-step instructions so you no longer have to fuss over each phase individually.
With this guide, you will save valuable time for more substantial projects such as team-building activities or managing your other staff members – maximizing productivity in the workplace!
You don’t need to reinvent the wheel whenever someone new joins your organization; instead, use our proven roadmap for efficient employee onboarding phases and an effective onboarding process that will also be helpful in customer onboarding success.
The four phases of the onboarding process are:
- Phase 1: Pre-Onboarding
- Phase 2: Welcoming New Hires
- Phase 3: Job-Specific Training
- Phase 4: Ease of Transition to the New Hire’s New Role
The main challenge of providing a seamless and engaging employee onboarding process is setting a simple yet automated framework for guiding employees through their first few months in your business. A world-class employee onboarding software platform usually supports this.
Did you know?
- After starting their new job, 43% of employees are without essential job equipment for more than a week. (Talentech)
- 50% of new employees who failed to meet their performance goals had no formal onboarding process. (SHRM)
Just so you know, I ranked and reviewed the four best employee onboarding tools, along with some of my extra top recommendations, so you can pick the best one for your business.
If you want to design a powerful onboarding process that drives retention and performance, the new employee onboarding process is simply the first step.
A key to this is to understand the 4 phases of onboarding.
“Research and conventional wisdom both suggest that employees get about 90 days to prove themselves in a new job,” said Talya Bauer, Ph.D., author of Onboarding New Employees: Maximizing Success.
Ninety days is not a long time, and the demand for new workers is just insatiable, and the labor markets are becoming tighter. Finding the right person for the job, nonetheless, is crucial.
Once you have found the right person, it is more important to provide them with a great onboarding experience to keep them engaged and productive as they tackle their new role.
Table of contents
- What Is A Phased Onboarding Process?
- Benefits for Employees That Go Through Your Phased Approach
- What Should A Phased Onboarding Include?
- What Are the 4 Phases of Employee Onboarding?
What Is A Phased Onboarding Process?
Employee onboarding refers to introducing newly hired employees to the culture and environment of the organization. Usually, it begins immediately after an offer letter to the successful candidate.
However, the time it takes to complete this process depends on the organization. Some organizations only take one day to finish the employee onboarding process, while others take as long as eighteen months.
Benefits for Employees That Go Through Your Onboarding Process
The following are some of the importance and benefits of onboarding employees in an organization:
- Better Experience
An onboarding process is good if it focuses on company culture and ongoing employee development. This strengthens the employee experience and shows them they are valued and cared for.
- Better retention
Retaining employees is important for organizations because employee turnovers are expensive and time-consuming. It can cost a lot of money to train new employees.
Replacing newly hired employees within three months is more wasteful than replacing a tenured employee who has made significant contributions to the company for years. A good onboarding process can increase new hire retention by 82%.
- Higher engagement
Employees who are engaged tend to do better at work. They become more efficient and productive. Through onboarding, employees can become more engaged by feeling more connected to their organization and its values, mission, and vision.
- Stronger company culture
According to statistics, 69% of organizations that invest in onboarding processes tend to integrate easily into corporate culture. If the organization builds an intentional and strong company culture and then shares it throughout the onboarding and recruitment, it can attract and retain the right individuals.
- Easier talent attraction
Statistics show that 20% of newly hired employees tend to recommend employers to other people after they have had their onboarding process. This is why they need to have an engaging experience during their onboarding.
- More productivity
Newly hired employees typically adjust during their first months. They get to know the organization better and form professional relationships among the team members. A good onboarding process can speed this up by helping them facilitate relationship building and become accustomed to the organization, thus, improving their productivity by at least 70%.
It typically doesn’t matter how long your employee onboarding process takes; the quality and dedication employed in it matter.
What Should A Phased Onboarding Process Include?
A thorough employee onboarding can help newly hired employees acclimate to their new roles and teams and enable them to understand their expectations.
It prepares them for a successful career and supports your continued onboarding strategy.
Likewise, good employee onboarding increases employee performance, productivity, and efficiency. It also results in higher employee retention. It is indeed a win-win for both employer and employee.
An employee onboarding checklist should be used because many steps are necessary to prepare a new hire for the job. This list will ensure no critical item is missed during the most hectic first few days.
The following is a checklist for new hire onboarding:
|4. Set up the new hire’s email, other work-related accounts, and login credentials.|
|2. Prepare the documents for the new hire, including contracts, payroll information, job description, and employee handbook.|
|3. Request the required equipment and devices to have them set up before the new hire’s first day of work.|
|4. Set up the new hire’s email, other work-related accounts, and login credentials.|
|5. Set up the new hire’s workstation.|
|6. Set a new hire orientation schedule.|
|7. Welcome the new hire to the organization via email.|
|8. Tour the new hire around the office building.|
|10. Send a new hire announcement email to the team members and share the news of the new employee’s arrival during a meeting.|
|10. Send out a new hire announcement email to the team members and share the news of the new employee’s arrival during a meeting.|
|9. Appoint someone as the new hire’s peer or buddy mentor.|
|12. Create a check-in plan for thirty, sixty, and ninety days.|
What Are the 4 Phases of Employee Onboarding?
Organizations that are new to the onboarding process and those seeking to improve that area of their Human Resource process must understand the different onboarding phases.
This way, they can effectively map out clear strategies to engage job candidates and increase the new hire retention rate. Knowing the onboarding phases better will also allow them to help their employees adopt the practices within the organization.
So let’s explore what are the 4 phases of onboarding.
Phase 1: Pre-Onboarding
It typically starts as soon as the candidate agrees to the job offer. It goes on until the new hire’s first day on the job. Take note that the pre-onboarding process is critical for every job candidate. After all, it is during this time when they are most uncertain of what to expect.
Misunderstandings or miscommunications, no matter how small, can make candidates doubtful about their decision to be part of your organization. Then again, when these candidates are properly managed and updated on the organization’s developments, they become more excited about joining the team.
It is important to help employees fill out and complete all the paperwork required during this phase. The processes for onboarding checks include background checks, medical assessments, and drug and alcohol tests.
See to it that they are given enough time to finish up with any exit task from their previous company. If they are moving in from another city or state, you should find out if they need help getting a new place.
In addition, you may send them documents or videos that give ideas on how the organization works and how the first day of work tends to commence.
Phase 2: Welcoming New Hires
It is usually dedicated to making new hires feel welcome into the organization. It is also about giving them an orientation to help them acclimate. Take note that they might not know any person in your organization. So they might not know how your teams operate.
This is why it is important to provide them with a clear image of how the organization works before they start their first day. Also, a lot of newly hired employees are eager to start working. Hence, you should ensure that this phase does not last for more than one week.
Their first day of work has to be simple. During the orientation process, you can help them understand your culture better. You can also show them how your organization’s practices align with the culture.
You can also discuss attendance, time off, payroll, and medical insurance policies. You can even direct them to the cafeteria, clinic, parking area, and other facilities in your office building if necessary.
Do not forget to introduce them to the rest of the team and the stakeholders. At the end of this phase, you may organize a brief meeting with them to ensure they are well-adjusted and comfortable within your organization.
Phase 3: Job-Specific Training
This one is among the most crucial phases of the onboarding process. It is directly correlated with the success rate of newly hired employees. If these new hires do not have any formal training, they will not know what they need to do to thrive in your organization.
As a result, they may have feelings of dissatisfaction, which in turn, can lead to higher rates of turnover. Then again, having a good training plan can help them feel welcome and at ease. They will feel that their development is indeed a priority.
For the first part of the training, you should help the new hires become familiar with the learning management system of your organization. They must not be overwhelmed when they check out the application. You can also explore various learning methods, such as blended, micro-learning, and self-paced. A structured onboarding program provides them with knowledge about the company’s policies, products, mission, and vision.
This way, the newly hired employees can choose the format that they feel most comfortable with. Moreover, you should store all onboarding learning materials in a safe place where employees can easily access and refer back to them.
Phase 4: Ease of Transition to the New Hire’s New Role
It is the last phase of the onboarding process. Its purpose is to help employees go from new hires to full-fledged employees. You must encourage your organization’s managers to set clear expectations for the new team members. This way, they will know what their responsibilities are.
Remember that it is crucial to have smart goals to help them visualize what productivity, success, and quality look like. You can review their performance once these employees reach one month or one quarter.
This way, their efforts can be recognized, and their performance can be improved.
Bonus Tip: The 5 Cs of Onboarding
This is often known as the paperwork part of onboarding and refers to the part where new hires are taught about policies, safety regulations, confidentiality agreements, and harassment prevention.
The next step includes clarifying the employee’s responsibilities, long-term goals at the company, and job expectations. This will help them know exactly what their future at the company will look like.
This may include answering employee’s questions such as:
“What are my monthly as well as yearly objectives?”
“How do my individual goals fit in with my job? How will this organization help me achieve them?”
Every organization has a culture, and this part focuses on exposing your new employee to it. For example, a company might have a very informal culture where hierarchies are not enforced, and everyone works together. In this step, you set the tone for how people work together.
Establishing culture from the beginning is easier than changing or enforcing it after years.
Interpersonal connections with peers and managers are essential in any organization, and this C helps new hires establish them. A great example of this is assigning an onboarding buddy.
5. Check Back
This includes checking back with new hires periodically, getting feedback from them, and giving it back. This is the necessary data you’ll collect to improve the process for all parties.
Frequently Asked Questions About Your 4 Phases of the onboarding process? [2023 Guide for Busy Managers]
Q: What are the three phases of the employee onboarding process?
A: According to ttro.com, there are three key phases for an effective and successful employee onboarding: the “hype” phase, the “immersion” phase, and the “cultivate” phase. The “hype” phase is the pre-induction phase, which starts before the new hire joins the company, where stakeholders prepare for onboarding. The “immersion” phase focuses on how the new hire is welcomed and oriented about the company’s processes, policies, and culture. The “cultivate” phase concerns the employee’s learning and growth in the company.
Q: What is the onboarding process in HR?
A: Onboarding encompasses the processes by which new employees are welcomed into an organization. These cover all activities and tasks that should be done by the employee and other shareholders, such as HR, team leaders, and team members, in ensuring that the employee will be ready to perform their functions and knowledgeable on the company’s structure, culture, values, vision, and mission.
Q: What is a good onboarding process?
A: A good onboarding process has a clear structure and task outline, with tasks and milestones properly planned and delegated to the respective accountable teams/resources.
Q: What is the phase after onboarding?
A: The next step after onboarding is role training. After providing the new hires with all the information, training, and tools needed to acclimate them to the organization, role training will provide them with specific training that will equip them with the information and requirements for their day-to-day duties and obligations.
A: What is the pre-onboarding process?
Q: The pre-onboarding process sets up the onboarding process for Success by allowing all personnel involved with employee onboarding to prepare all the prerequisites and necessities in advance. This covers the period from the recruit’s acceptance of the job offer up to the joining or starting date. This phase usually includes administrative tasks such as document preparation, contract signing, and Review.
Q: What are the goals for a 4-stage onboarding process about training?
A: To quote Dr. Talya Bauer from the SHRM Foundation, successful onboarding entails covering compliance, clarification, culture, and connection. Compliance is about understanding an organization’s basic policies and accomplishing all employment requirements. Clarification involves clarifying a certain position’s roles and responsibilities to an employee. Culture is the aspect of employment that may help ensure that recruits become familiar with a company’s norms. Finally, connection aims to foster a relationship between the new hires and the rest of the team and the organization.
Q: What is an onboarding checklist?
A: An onboarding checklist is a device or task list that can be utilized by HR partners or hiring managers to delineate the steps that would be required in guiding new hires as they start their new journey in the company.
Employee onboarding is a crucial part of any organization. It has to be carefully executed and managed to help newly hired individuals adapt to the organization’s culture, work, and values.
In summary, to the question “What are the four onboarding phases?”
- Phase One: Pre-Onboarding
- Phase Two: Welcoming New Hires
- Phase Three: Job-Specific Training
- Phase Four: Ease of Transition to the New Hire’s New Role
If there is no employee onboarding or the onboarding process is done poorly, these new hires might leave after just a few months or weeks. They will not want to stay in the organization because they are not motivated and confident enough. So, it would be best not to let your effort, energy, and time spent on recruitment become futile.
See to it that your new hires become excited about being part of your organization by giving them a good new hire onboarding. If you can do this successfully, they will remain fulfilled and content in your organization.