Tõnis Arro
Co-founder, Wisnio and Executive Lab
Onboarding the new hire
Learn the importance and content of a successful onboarding process.
Onboarding is the last step of the best practice hiring process. In this article, we will go over the importance of onboarding, who is responsible for onboarding and what to do to make it successful.
The Full course “Hiring for Executives” is produced in collaboration with Estonian Business School and is available on the Coursera platform. You can register here.
Often, the importance of onboarding is underestimated. The first 100 days of a new hire should be a clear and well-planned starting point, but unfortunately, many new hires experience the opposite. A warm first-day greeting is not enough; a friendly and welcoming team is one part of the onboarding, not all of it. You must also ensure the new hire is up to speed within the first months.
If you think about your own onboarding experience, then how was it? Did you have a structured plan of what you need to learn and do step by step? Or was it a somewhat similar experience as in the video below?
Onboarding Part 1: First Day in the Office
How do you think the new employee felt in this scenario?
- Probably bad
- Probably good
Common misconception is that onboarding is just the nicely pre-arranged first day. That’s not true. Onboarding is also the well planned and carefully monitored first weeks and months. Onboarding is more than just making the first day a memorable experience, it is about planning the first 100-120 days for and with the new employee. Making sure that everything and everyone is prepared for them to start, and every stakeholder has time planned for the new employee.
Hiring is very expensive and replacing a hired person costs at least the annual salary of the candidate. That’s why onboarding is very important as most employment issues, if addressed early enough, can be solved. Onboarding is more than a formality (as it is often handled). Smart managers use effective strategies to help the new employee, the team, and other stakeholders engage and learn about each other. Be prepared to meet, greet and introduce the new employee.
During the first day of the new hire, you should do the following:
- Prepare practical things like a laptop, workspace, etc.
- The hiring manager should free up their day to be ready to greet and inform the new hire.
- Organise a social event to introduce the team.
- Organise personal meetings with stakeholders to discuss the expectations and agree on what the new hire should work on.
In the video below, we can see another example of the new hire’s first day. This time the hiring manager has learned a thing or two about how to do it properly.
Onboarding Part 2: First Day in the Office
Mini-Lecture: The Importance of Onboarding
Conducting a team workshop is essential to support the settling in of the new hire. Getting to know your team helps understand each individual's strengths that the new hire can leverage when they need help or what strengths the new hire brings to the team. To avoid conflicts, we must understand each other, not just wrongly assume the intentions behind actions.
At Wisnio, we leverage the data on values, personality traits, and competencies that our platform has collected and analyzed to help new hires better understand their team and colleagues.
By comparing the new employee's data against each team member's, we generate insights that can be discussed individually with the hiring manager and the team. You can learn more about how to conduct an onboarding workshop using Wisnio here.
What should happen after the first day?
The first week(s)
During the first week(s) of a new hire's onboarding, they typically attend various meetings with stakeholders, collaborators, clients, and partners. Additionally, they read materials, such as guides and plans, that were unavailable during the hiring process.
Afterwards, the focus shifts to planning the first 100 days. What are the immediate goals or quick wins? What does the new employee aim to accomplish within 30, 60, and 100 days?
It is crucial to discuss and align these plans with all stakeholders involved. By reaching an agreement with stakeholders, you can avoid potential problems in the future. For instance, you can prevent questions such as "why didn't you work on X?" or "why did you work on Y?". Establishing an agreement in advance helps prevent such issues from arising.
First 100 days
During the first months of the new employee's onboarding, the primary focus is executing the 100-day plan that was previously agreed upon with all relevant stakeholders.
As the hiring manager, your role during this period is to provide guidance, coaching, and feedback on the employee's work. It's essential to schedule dedicated time for these activities in your calendar. While regular meetings are necessary for any organization, they are particularly critical during the onboarding phase to ensure a smooth start.
Finally, providing 360-degree feedback on the new employee's work is valuable. This feedback can be discussed with the employee individually or in the team's presence.
Self-check quiz
Take the self-check quiz below to see if we got the most important messages about onboarding delivered.
Is onboarding simply a formality that has to be completed with new employees (office rules, access codes, safety procedures, etc.)?
- Yes, it is just a formality.
- No, onboarding is more then that.
