The first few days of a new hire’s journey are critical in shaping their future with your company. A clear, structured onboarding process makes a lasting impression, boosting morale and performance. When your new hire feels supported and valued from day one, their potential skyrockets. A structured onboarding process can make all the difference. Discover how to create a streamlined onboarding experience with our expert tips.
5 Cs of Onboarding
Every company is different, so how they go about onboarding new permanent placement hires will look slightly different. Following the five Cs of onboarding provides a general guideline.
- Compliance
- Clarification
- Culture
- Connection
- Check-ins
Start the onboarding process by creating a compliance standards guide. That way, you ensure you get all of the required paperwork and information for each employee. Compliance could include adhering to company-wide policies, government regulations, industry standards, or even tax regulations. Once your new hire begins training, clearly explain your expectations for the role. This should include the role’s responsibilities and performance standards. Talk about the company culture and the more focused team culture that the new hire is joining. Throughout training, help the new hire make interpersonal connections with other new hires and established employees. Finally, routine check-ins should be made with new hires throughout the training process and once the new hire begins working in their new role.
Pre-Arrival Preparation
Successful onboarding of new hires begins long before the new hire attends their first day of employment. The onboarding process is the new hire’s first impression of the company and their fellow employees. If the onboarding and training process is disorganized and incomplete, the new hire will assume the rest of the company is run in a similar fashion. A new hire may immediately begin to doubt their decision to accept the position.
Before the new hire arrives, create a welcome package that contains all of the forms the new hire needs to complete. It should also include a copy of the employee handbook, values, and mission. It is also helpful to include information about the company that the employee can refer to later, such as a brief history of the company and short bios of people. Set up the new hire’s workstation and any technology they may need to perform their role. Have accounts with login information set up. Ensure any required software is updated and ready for use.
Create an onboarding and training schedule for the new hire. Establish a process that can be repeated from one hire to the next. That way, you can ensure you do not miss important information. Arrange for a senior employee to be the new hire’s mentor. Discuss with the mentor what the new hire will be doing and a brief bio on them. That way, the mentor can be ready with relevant talking points.
Reach out to the new hire in the days leading up to their first day. Set their expectations by explaining how the onboarding and training process will work. Talk about the acceptable dress code. Discuss any other information the new hire may need to make their first-day flow smoother. This could include parking information, such as if there are special rules or if it can be complicated. It could also include information on how to access the building if the company is in a building that requires security check-ins or is in a building with several other companies.
The First Day Experience
A new hire’s first day is full of excitement and nerves. Your new employee is embarking on the next phase of their professional career. A strong first day will reinforce that your company is on the same page and in support of their professional success. Make their first day memorable in a good way with a strong, positive first impression. Start by walking the new hire throughout the business, introducing them to key team members they will work with. Orient them with the layout of the office and where they can find key locations like the break room, bathrooms, and meeting rooms. While it is important to prioritize the new hires and give them a positive experience, it should also be accurate. Over-selling the company will inflate the new hire’s expectations, setting them up for disappointment later.
Before starting role training, have HR work with the new hire to complete the necessary paperwork. That way, the human resources department can complete its duties while the new hire attends training.
Laying the Foundation
Laying the foundation for new hires is key to a smooth onboarding process. Start by offering structured training programs tailored to their specific role. Introduce them to the tools and software they will be using so they feel prepared for the job. It is also important to foster social integration early on. Encourage team lunches, coffee breaks, or virtual meetups to help build connections with coworkers. Setting short-term goals during this time can help new employees build confidence as they adjust to their new environment.
Do not rush the onboarding process. Everyone learns at a different pace, and giving new hires time to adjust is crucial. Trying to cram everything into the first week might overwhelm them. Instead, the training sessions should be spread out over a few months, gradually increasing the complexity as they grow more comfortable in their role. This approach ensures they will have a deeper understanding of their responsibilities and your company.
It is also important to explain the company’s culture and jargon. Your company has its own way of communicating, and new hires need to understand that. By explaining these unique aspects, they will feel more included and less like an outsider. After they have had some time to settle in, you can assign their first project. Be sure to clearly explain the task and offer help along the way.
Finally, make time to go over their job specifics and future projects. Plan meetings with HR to ensure all paperwork is completed. Schedule additional training sessions and send them a survey about their first week to gather feedback and improve the onboarding process.
Feedback and Adjustment
As new hires settle into their new roles, provide support as needed. Continue a personalized approach, as some new hires will need more support than others. Create a personalized plan for each new hire to transition them from training into working in their new role. Plan routine one-on-one meetings for the new hire and their immediate manager and mentor. The manager will provide constructive feedback and guidance on helping the new hires settle into their role. They can help new hires meet expectations and overcome any challenges they are facing. Their mentor will provide the support and motivation needed to help new hires feel confident in their new role despite experiencing struggles. Their mentor can also help the new hire develop relationships with other employees, further bringing them into the company culture.
Measuring Success
After a few months, check back in with the new hire. The goal of this meeting is to accomplish two things. The first is to check in with the new hire to see how they are settling in. Answer any concerns or questions they may have now that they have had time to settle in. The second purpose of this meeting is to track the new hire’s process. Discuss the new hire’s performance and reaching set milestones. Then, discuss ongoing and future professional development.
Building Long-Term Engagement
If a company wants a new hire to become a long-term employee, they need to take an active role in ongoing training and support. By prioritizing continual training, employees will continue to grow professionally, reducing the rate of employee turnover. Work with employees to create a customized career path for each individual. Encourage employees to network and collaborate with each other across seniority levels. That way, you create a stronger sense of connection between new hires and long-term employees.
Common Pitfalls to Avoid in Onboarding
Be aware of some common mistakes and pitfalls. These are errors that the business or the training manager will make. The first is trying to optimize and streamline hiring too much. This can overwhelm a new hire by dumping too much new information on them immediately. The human brain can only absorb so much information in a given amount of time. By overwhelming new hires, you discourage them and set them up for failure. Instead, pace out training to filter new information over a longer time period. In addition, vary how the information is delivered to the new hire. That way, they can stay mentally engaged and retain the information given.
Another common mistake is having too generalized training. This leaves the new hire feeling like they have not really learned their new position or how to be successful in it. There should be a mix of general training covering the company and personalized training addressing the position the new hire will perform. The personalized training can also address the unique challenges that the new hire may face because of the skills, knowledge, and experience they bring to the position.
A third common mistake is to not provide constructive feedback. New employees want to feel like they are successful in their position, providing value to their new employer. By not giving constructive feedback, the new hire will have no idea if their actions are correct. This can lead to eventual failure, as the new employee never learns what is expected of them or the correct procedures. In addition, during training is the perfect time to establish correct procedures. Not providing feedback allows a new hire to continue performing their duties incorrectly. This will allow incorrect procedures to become standard, creating conflicts that can spread to other teams.
Use Technology
Technology can greatly simplify and enhance the onboarding process. It makes personalization easier through increased efficiency. Onboarding software allows businesses to automate repetitive tasks. They can streamline administrative burdens and free up time for more meaningful interactions. With digital platforms, all necessary paperwork—like tax forms, benefits enrollment, and policy agreements—can be completed and signed electronically. Overhead costs decrease with the reduced cost of printing documents. Onboarding time and errors were also reduced with the elimination of manual data entry. This ensures that everything is stored securely in one place and can be easily accessed by both HR and the new hire.
In addition to managing documents, onboarding software can help track training progress. Instead of overwhelming a new hire with everything at once, you can create a personalized training schedule that unfolds gradually. Many platforms allow you to assign specific modules, track completion rates, and even test knowledge retention. This provides structure to the onboarding process. The HR team and team managers can monitor how well the new hire is absorbing information, ensuring they’re set up for success.
For remote employees, technology plays an even more vital role. Virtual tools such as video conferencing platforms (Zoom, Microsoft Teams, etc.) are invaluable for onboarding employees who can’t be physically present. These tools make face-to-face interactions easier. New hires can meet their teams, attend training sessions, and participate in important meetings, all from a distance. Screen-sharing features also help trainers demonstrate software, tools, or processes in real-time, making it easier for new employees to understand their tasks.
Communication can also be streamlined using project management tools and internal messaging systems like Slack or Microsoft Teams. These tools ensure that new hires can stay in touch with their colleagues, ask questions, and feel connected, even in a virtual environment. With centralized communication, everyone remains on the same page, and new hires can get up to speed quickly and confidently.
Successfully Onboard New Perm Placement Hires
Getting onboarding right means creating a welcoming, supportive environment for new hires. With a structured plan, clear communication, and the right tools, your team will hit the ground running. BOS Staffing is here to help you every step of the way, from finding the best candidates to ensuring they have a smooth start. Trust us to help your business and your new hires succeed together.
Get in touch with BOS Staffing and ensure your new hires thrive from day one.
