Nobody enjoys feeling lost and overwhelmed in a new job. That first day, that first week – it can feel like you're drinking from a firehose of information. You’re also desperately trying to remember login details, company acronyms, and where the break room is. But what if it didn't have to be that way? What if you could transform that initial awkwardness into a smooth, engaging experience that sets your new hires up for success?

Well, you need a stellar onboarding process. According to Sibisi and Kappers, only 52% of new hires feel satisfied with their onboarding experience. Surprisingly, 32% of them find the process confusing, and 22% perceive it as disorganized.

In other words, a well-designed onboarding process isn't just about making your new employees feel welcome (although that's important too!), it's about driving real business results and retaining talent.

So, how do you ditch the awkwardness and create a welcoming onboarding experience? Here are 7 steps to get you started:

Step 1: Pre-boarding – Prime Them for Success

Don't wait until their first day to start building relationships. Welcome your new hires with a personalized email introducing them to the team and letting them know what to expect during their first week. You can even send them a company swag bag or a gift card for a local coffee shop – a small gesture goes a long way in showing you care.

Pro tip: Think about creating a pre-boarding checklist for new hires. This can include tasks like completing paperwork online, familiarizing themselves with your company handbook, or watching a short welcome video. You can also get them acclimated to your systems and free up valuable time on their first day for more important things, like meeting their colleagues.

Step 2: First Day – Make a Great First Impression

First impressions matter. Set your new hires up for success by making their first day smooth and stress-free. Here's what you can do:

Have their workspace set up and ready to go. This includes their computer, phone, and any other equipment they'll need.

• Plan a warm welcome. Introduce them to their team members, take them on a tour of the office, and schedule some one-on-one meetings with key players.
• Focus on the essentials. Don't overload them with too much information on day one. Prioritize things like login details, company policies, and an overview of their role and responsibilities.

Step 3: First Week – Dive Deeper

The first week is your chance to delve a little deeper into the little nuances of the job. Here are some ideas:

• Schedule shadowing sessions with experienced colleagues. This allows new hires to observe how things are done in practice. At the same time, if someone is in charge of the new hires in real-time, you can teach and correct mistakes on the fly. 
• Provide access to training materials. One of the best ways to improve the onboarding process for new hires is if you have online courses, product manuals, or industry resources on hand. We live in the digital age, and the newer generation expects that they will have a knowledge base that they can refer to during this crucial stage. 
• Set clear goals and expectations. What are you hoping your new hire will accomplish in their first 30, 60, and 90 days? Help them understand how their role contributes to the bigger picture. This is also a great opportunity for the new hires to identify the people they will collaborate with. 
• Schedule regular check-ins. Touch base with your new hire at the end of each day or week to see how they're doing and answer any questions they may have. Furthermore, always remember to break the ice so the new hires will be more open to sharing their thoughts about how you can improve the onboarding process. 

Step 4: Socialization – Foster Connections

New hires don't just need to learn the ropes of their job, they also need to feel like they belong. Schedule social events or team lunches to help them build relationships with their colleagues. 

Pro tip: Encourage team members to grab coffee together, chat in the break room, or participate in after-work activities. Help the new hires feel more comfortable and integrated into the team culture. You can also try pairing them with a sociable person in the office to help break the ice and provide support.

Step 5: Feedback – A Two-Way Street

Onboarding isn't a one-way street. Regularly solicit feedback from your new hires to see how they're adjusting to the role and the company. This can be done through informal chats, surveys, or one-on-one meetings.

Here are some questions you can ask the new hires:

• Is there anything you're unclear about?
• Do you have the resources you need to be successful?
• What could we be doing to improve your onboarding experience?

Pro tip: People are too shy to respond or give feedback even when you already asked for it. Perhaps they’re still overwhelmed with information or not just comfortable yet, so patience is key. If you want to improve the onboarding process, keep asking for their feedback especially on important parts or information.

Step 6: Continued Learning & Development

Learning shouldn't stop after the first week. Provide your new hires with opportunities for ongoing development. This could include enrolling them in training programs, attending industry conferences, or assigning challenging projects. The key is personalizing the learning experience based on their roles and goals.

Step 7: Celebrate Milestones & Achievements

New hires put in a lot of effort during their first few months on the job. So, recognize and celebrate their achievements, big or small! Research suggests acknowledging an employee’s effort can significantly improve their motivation to go the extra mile. A simple shout-out in a team meeting, a handwritten note, or a gift card can go a long way in showing your appreciation and boosting morale. 

Here Comes A New Challenger: How Can You Improve The Onboarding Process for Remote Work?

So far, we’ve explored steps to create a smooth onboarding process for the traditional face-to-face setting. But what about remote jobs? Truthfully, that’s an entirely new can of worms. Moreover, it’s impossible to expect the same interaction when onboarding new hires virtually. There will always be that disconnected feeling when you’re talking to someone on the other side of the screen. But that’s not to say we can’t have successful onboarding. 

Here are some tips for improving your company's onboarding process for a remote workforce:

Step 1: Over-Communicate From The Get-Go 

Since remote employees won't have the benefit of casual watercooler chats or hallway conversations, you'll need to be extra proactive in communicating with them. Schedule regular video calls, check in via instant messaging, and provide clear and concise instructions on everything from company policies to using your project management tools.

Step 2: Make Sure They Have Everything, Tech-Wise

Ensure your remote hires have the necessary equipment and software to do their jobs effectively. This includes a reliable computer, a good internet connection, and access to any collaboration tools your team uses. Offer technical support and troubleshooting resources to help them get set up and avoid any hiccups.

Step 3: Combat Feelings Of Isolation

Being the new person on the team can be isolating, especially when you're working remotely. Help your new hires feel connected by scheduling virtual team-building activities, encouraging them to participate in online social channels, and introducing them to colleagues outside of their immediate department. You can also talk about recent trends on social media or gossip about them! There’s nothing wrong with chatting about something relevant on the internet. 

Step 4: Focus On Building Relationships

Taking one step further from our previous tip, take the time to get to know your remote hires on a personal level. Schedule informal video chats where you can chat about their hobbies, interests, and career goals. This helps them feel valued and fosters a sense of community within the team.

Step 5: Leverage Technology For Training

There are tons of online resources available for training remote employees. Utilize video conferencing platforms for live training sessions, provide access to online courses and tutorials, and encourage knowledge sharing through collaborative documents and wikis. Moreover, this will also allow you to focus or study other aspects that will improve the onboarding process.

Optimize and Improve Your Organization’s Onboarding with Intellezy

New hires need a smooth transition to become valuable team members. But traditional onboarding can leave them overwhelmed. Intellezy's customizable eLearning courses can help!

We offer:

• Shorter onboarding times & improved knowledge retention
• Essential skills for day-one success
• A sense of belonging for remote & in-person learners

Tailor our scalable courses to your organization's needs:

• Role-specific training modules
• Compliance training courses
• Soft skills training

Invest in a well-structured onboarding program with Intellezy and see:

• Increased new hire retention rates
• Boosted employee productivity
• Improved team morale and engagement

Ready to take your onboarding to the next level? Visit Intellezy to learn more about our eLearning solutions and build a stronger team.