Ultimate 07 Ways To Improve Onboarding Process

Introduction To Onboarding

Onboarding is an essential function or practice of the HR department that integrates the new employee into an organization. But then, the importance of onboarding is yet to be brought to the light as many organizations have observed to be underestimating the concept. A survey shows that about 22% of the companies still have no formal or planned onboarding process, while about 45% of the companies have a partially successful plan.  

While trying to understand the onboarding concept, it might give rise to many questions such as “Why is it important?” “How to develop a successful onboarding process?” “What are the factors to be considered?” etc. 

Importance Of Onboarding Process

For the companies that desire to provide a great employee experience and retention, onboarding is the key factor. However, not many companies understand this. In a survey, 76% of HR leaders mentioned that their companies have underutilized the onboarding process. And this has borne the consequence where they lose 17% of the new employees within the first three months of joining.

Whereas, when the importance of onboarding is understood and an effective plan is strategized and implemented, the companies have witnessed a high level of a positive outcome. Some of them are as follows- 

  • Increased retention
  • Employee engagement
  • The cost saved on new hires.
  • Enhances productivity right from day one 
  • Maintains and enriches the organization’s culture
  • Reduces turnover and its costs

How To Improve The Onboarding Process

Since we know the importance of onboarding, the concern now would be “How to improvise our company’s onboarding process?” Here are a few tips or suggestions listed and explained that can help you in achieving an effective onboarding process in your organization.

Exhibit A Proactive Approach 

The organizations are much aware of the importance of onboarding, so much so that it can either contribute to or destroy the company’s reputation among the people, especially the new hire. When the managers are aware of it, why wait for the employee to step into the organization to begin the process? 

Many companies tend to exhibit a proactive approach by addressing the employee even before their first day. Sending an e-mail or a greeting card with a welcome note helps the employee feel better and a sense of feeling welcomed. It also helps the candidate to be mentally and psychologically prepared for his journey with your company. If this small effort can help you engage and make the new hire happy, then why not go for it?

Make It Simple And Personal

The very familiar statement, “The first impression is the best impression,” is an excellent approach when talking about employee onboarding. Make the employees feel at ease on their first day. Something that is quite simple and personal as much as they could remember it throughout their journey with your organization. 

It may include a warm greeting and smile by the security guard and escorting him or her to the door or the receptionist to whom the new hire can get to know what’s expected next. As simple as it, nothing out of your way, yet it can have a long-lasting impression on the employee. 

Prepare The Other Employees Regarding The New Candidate

The new candidates’ concern and worry has always been – “Whom will I work with?” Understanding this situation, a few companies help the new candidate get to know the colleagues before stepping into the organization itself. 

For instance, a company introduces the candidate to the colleagues through Facebook or other platforms, depending on its communication channel. And during this introduction, the colleagues can send welcome notes and have an informal chat to make the new hire feel comfortable. This scenario eases out the weird feeling of meeting the team for the first time face-to-face.

The rapport between the team and the candidate is very essential because their relationship also contributes to employee retention in the longer run. A study has revealed that about 51% of employees work with more passion and commitment when they have a friend or a good colleague at work. This also contributes directly to the employee’s motivation and an increase in their productivity.

Organize A Friendly Etiquette Lesson.

The organizations must discern that the new hire is neither loaded with all the do’s and don’ts rigidly nor let him/ her be drowned in the ocean of unawareness that a specific action may make him feel embarrassed. 

Instead, convey politely what is important and is to be followed while in the workplace. This will enhance the candidate’s spirit and help him feel comfortable and engaged to a certain extent while at the office.

Let The Focus Be Them And Not You

With the whole process of onboarding, help the candidate feel that he belongs in your organization. It definitely wouldn’t be wrong to mention that it’s not just the employee who should feel lucky to be a part of the organization. But the organization also has to feel happy and fortunate having the best talent.

This will be achieved only when the onboarding process is carried out in such a way that the organization makes the candidate feel wanted and engaged. The company has the rest of the time of the candidate in the organization to let him know about itself. Therefore, it’s important to make an effort to understand the employee rather than burdening him with the history of the organization.

As Much As Possible, Get The Paperwork Out Of Your Way.

It’s quite understandable that onboarding involves a lot of documentation tasks, which is inevitable. But then, it would be better if all the tasks related to the documents reading and signing could be done a day earlier or later to streamline the employee’s nervousness.

On the other hand, the organizations also have an option of automating their onboarding processes. The available software will help you streamline the process as well as reduce the tension and load involved on the first day. Instead of letting the employee go through the documents for hours, you can help him/ her get acquainted with the organization well.


Many organizations put in their best efforts concerning the onboarding process. But then, it’s seen that they miss out on one last part yet the most crucial one. That’s the following up. You may wonder why it’s so important. Although you have done your best, what’s the impact of your best efforts on the candidate?

In order to understand this, you must make a follow-up on the new hire. It shouldn’t happen that the candidate felt so special and needed on the first day and then forgotten. Usually, it may take months for him/ her to get well-acquainted with the organization. The candidate will definitely need your assistance and ensure that help. 

Apart from this, a follow-up is also required to understand if your onboarding process is efficient or not. Check on how the new hire feels about the onboarding, collect feedback and suggestions. At times, these suggestions can make a substantial positive difference and add value to your organization. And it’s because the suggestions are out of personal experience, and it can never be wrong.

Wrapping It Up

The entire onboarding process is reshaping itself and is enhanced with modern and millennial preferences. It’s definitely not the same as it was once, years ago. The change in attitude and technological growth has made it the need of the time to analyze, identify, and improvise the process of onboarding and optimize it accordingly. 

And the optimization is sure to help you in your employee’s onboarding and increase the possibility of retaining the top talents to get the most out of them for a mutual benefit. Thus, you will see the streamlined onboarding process and the positive impact right from the time an employee enters the organization till the end of employment tenure. 

Author bio:

Divyang Metaliya is a Business Consultant working with factoHR. Apart from managing and improving business processes, his hobby is to spread his vast area of knowledge to the people out there. He loves to create content that is innovative and engaging for the readers.

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