When an employer looks at the onboarding process, cost savings, compliance and efficiency are all areas of top concern. However,
the experience of the new hire is another very important aspect of this initial phase of employment. Emerald Software Group has
developed the concept of Easy Mondays as a way of focusing on how a new employee's first day at work is affected by the implementation
of an effective, intuitive onboarding system.
Making a good initial impression is critical for successful acculturation. Having a stress-free way to handle the transactional
side of onboarding (completing forms, etc) eases anxiety and reduces distractions. First Mondays can be difficult for everyone.
Departments have to collaborate effectively to create a smooth transition for each new hire. Lack of communication can cause
disruption in the onboarding process and leave employees without the ability to be productive on their first day.
Here is an overview of the various departments that must come together to create a seamless onboarding process using a typical
approach:
Human Resources
Depending on the size of an organization's HR department, one person may handle all
aspects of onboarding, or there may be half a dozen different people involved. For example, an entry level HR employee may be
responsible for copying forms and putting together the new hire packet. A specialist could be tasked with explaining the company's
benefits plan. A mid-level staff member may need to be on hand to answer any questions about corporate policies. The hiring manager
would (hopefully) inspect each form including I9s, W4s, and all policy acknowledgements to ensure these are correctly completed and
signed. After this, another HR employee has to enter all the new hire's information in the HRIS database. The physical paperwork
would need to be collated and filed. HR would also need to coordinate with the Training/Orientation department to make sure the new
hire attends any required classes.
Payroll/Benefits
After HR has gathered all the necessary information, this must be forwarded to Payroll
and Benefits. Depending on what systems are in place, this may involve rekeying data (increasing the frequency of errors). Additional
information may also be required such as bank routing numbers for direct deposit. Data and forms may need to be forwarded to a third
party vendor if these administrative functions are outsourced.
IT/MIS Department
The IT department is involved in onboarding in several ways. The telecommunications
specialist may need to assign a phone extension and assist in setting up voicemail as well as providing an actual phone and headset.
Depending on where equipment such as hard drives, monitors, keyboards, and other computer inventory is stored, IT may also be required
to supply these to the new hire. The systems administrator will need to determine access rights and software privileges. The employee
may also be assigned additional intangibles such as a company email address, time clock ID code, and login information for access to
the company intranet.
Inventory Maintenance
The inventory control department will be tasked with providing any number of physical
items. These may have widely varying lead times but all need to show up in time for the new hire's first Monday. Examples of requisitioned
items include an ID badge (which IT or HR will need to encode for swiping time clocks and/or facility access doors). Office equipment
from large furnishings like seating down to incidentals like a stapler should be ready and waiting. Uniforms, tools, safety equipment
and other necessary items will also need to be provided without delay.
Training/Orientation Department
The Training department will need to have a slot available in class for
the new hire along with any training materials (such as a manual or workbook). They will need to document attendance and prepare for
follow up to test knowledge retention. Additional forms may need to be signed showing that the employee understands safety protocols,
anti-harassment policies, and other topics covered during orientation.
Manager and Coworkers
The new hire needs to be greeted by the department manager and oriented by an
immediate supervisor to start acculturation off on the right foot. A senior coworker may be assigned as a mentor. This individual
would be responsible for providing a tour of the facility and introducing the new employee to each member of the existing team.
If a company social network portal exists, the new employee will need to be encouraged to participate in filling out a profile and
browsing information about the company. The organization's history, mission statement, core objectives, and vision for the future
need to be communicated effectively on the first day.
Many Onboarding Challenges - One Solution
It is evident from this extensive list that if even one
person fails to complete their assigned tasks the new hire's perception of the employer/employee relationship will be negatively
impacted. An onboarding product streamlines the process for each department and for the new employee.
Redundant steps can be eliminated completely and others take a fraction of the time they did previously. Data is delivered to
each system without the need to rekey anything. The workflow is automated and accountability is easily monitored. This ensures that
each department is doing its job on time, every time. Such attention to detail makes it evident that the process is highly organized
and that the employee's time and productivity is valued.
The new hire's satisfaction is also guaranteed with the use of a simple interface that eliminates errors, omissions, and entry
of duplicate data on multiple forms. Acculturation takes place in a way that feels natural to the employee but that is also tracked
and analyzed so the new hire experience can be continuously improved. This stress-free system makes Easy Mondays a reality rather
than simply an ideal.
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