Posted on August 13, 2013

Getting New Hires Onboard: 3 Crucial Steps

_From the HR Pros of the HR Support Center

The hiring and recruitment process is a time-consuming one, but it is essential that an employer includes all of the crucial steps involved in getting a new employee acclimated to the organization. In order to ensure a smooth transition from candidate to newly-hired employee, an employer must ensure that the organization initially searches to fill a specific role or to find a prospective candidate that will be able to fit that request. Then, they must streamline the transactional elements of hiring and make sure that new hires are properly onboarded.

Hire thoughtfully

Advertising the position and receiving applications from viable candidates is a key step in finding the right fit. Employers who utilize thoughtful measures in understanding their organizational needs, identify a positive cultural match between employer and prospective candidates, and utilize a consistent means of obtaining candidate data will lay a foundation of positive recruitment and high employee engagement. Ensuring that a position boasts an enticing compensation and benefits package and including working remotely and flexible work schedules may make the difference between a job acceptance and rejection.

Manage administrative elements

Once the candidate has accepted the offer and has negotiated a starting date and rate of pay, the employer must move expediently in order to fulfill the onboarding tasks. If they have not previously been completed, background and reference checks should now be conducted. It is important to state in the offer letter that the job offer is contingent upon the successful completion of applicable background checks and/or a passed drug screening test.

Other hiring paperwork should be completed by the newly hired employee as soon as possible. The I-9 Form must be completed within three business days of the starting date of employment, as it is mandatory that the employer obtains the candidate’s proof of identity as well as eligibility to work in the U.S.

A W-4 Form, direct deposit form, emergency contact form, benefits paperwork and other relevant new hire paperwork should be completed on or before the first day of work. Utilizing a new hire checklist and a new hire orientation template will help ensure that the employee is being onboarded in a smooth, structured manner and will help verify that the employee has the tools, equipment and other necessary company property he or she will need.

Ensure thorough onboarding

Finally, once the candidate begins his or her role, those first few weeks on the job are the most crucial time in the employee’s employment with the company. As the new employee becomes acquainted with the organization and his or her department and role, the organization will enjoy the positive outcome of this formative time that impacts the employee’s acclimation as well as his or her longevity with the organization. Studies have found that the more devoted an organization is in crafting a thorough onboarding program, the greater likelihood that the employee will remain employed with the company.

Though the recruiting, hiring and new hire orientation processes are time-consuming, investing energy into a thorough, streamlined onboarding procedure will provide a return on investment when the results are happy, long-term employees, higher engagement and reduced turnover.

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For more resources on creating a culture of employee engagement, visit our Employee Engagement page.