How a new hire is brought into the company is crucial to their acquiring the knowledge, skills and behaviors needed to dive confidently into work. There are administrative tasks and role-specific training, as well as integration with the team to help build the relationships and strong working dynamics that create loyalty to the company.
There are HR platforms and software available to ensure that your onboarding process is legally compliant. Consulting with an attorney and/or HR professional will be helpful as well. But whatever system you use, giving your new hires a positive onboarding experience will set them up for long-term success.
The first step in the process is the legal job offer letter. In it you should specify the following:
- Job title and manager’s name
- Start date
- Salary or wage
- Exempt/nonexempt status
- Equity, if any
- Bonus, if any
- Signing bonus, if any
- Any additional perquisites, such as moving expenses
- Offer acceptance deadline
Once the offer has been accepted, you should get a background check authorization and include a summary of rights. Then make sure your new employee has the necessary tools and information from the get-go. You should prepare a detailed job description with any specific tasks, responsibilities and expectations for the first three months; this write-up will provide clarity about the role. The document will also serve as a reference point for future performance evaluations.
The welcome packet may also include various agreements that need to be signed. Proprietary invention and information agreements assign all inventions made by an employee within the scope of their employment to the company. Some companies require nondisclosure agreements that outline the basic confidentiality required of employees to keep company secrets and customer data confidential.
The following documents should be shared with every new employee:
- Form W-4 for employee withholding
- Form I-9 for employment eligibility verification
- An employee handbook (and arbitration agreement, if applicable)
- A COBRA notice
- An Affordable Care Act notice
- A workers’ compensation notice and optional physician designation form
- A nonexempt wage notice to nonexempt employees
- Company computer use guidelines
- An overview of benefits, including health, dental and vision as well as life and disability insurance
- Other fringe benefits, such as gym membership
Be sure that the employee understands each form they are signing and any deadlines for form submission. Follow up with them as the deadlines approach to be sure the dates do not pass unnoticed.
The introduction to team members is not just a formality; it should be an integral part of the onboarding process. It is also nice to prepare a packet of information customized for different job types, departments and even locations.
After the employee is integrated, you may want to solicit feedback for what works well and what could be improved about the onboarding process. This helps ensure that onboarding remains effective and relevant, leading to higher employee satisfaction and retention rates.
Onboarding should provide a clear path for new hires to understand what success looks like in their roles. Regular check-ins with new employees to assess progress, address any challenges and provide support will enhance their learning experience and job satisfaction, fostering a sense of belonging so they will be engaged and productive.