As the saying goes: You only get one chance to make a first impression. In the case of onboarding a new employee, that first impression can provide a measurable boost to the company’s bottom lines.

A study by the Brandon Hall Group for Glassdoor reported an effective onboarding process can improve employee productivity more than 70% and boost retention by a whopping 82%.

The steps required to achieve these kinds of results are easy to execute. They just take planning and follow-through, with perhaps a bit of automated help to lower costs. Considering that – per CareerBuilder — 93% of businesses say onboarding can help new hires decide whether they want to stay or leave, best practices are definitely worth the effort. Assuming they have already signed their employment agreement, here are 10 onboarding best practices for new employees:

The First 10 Steps to Increased Employee Productivity

If possible, the onboarding process should begin even before the new hire’s first day on the job. This has two benefits: It will save time on that all-important first day, and it lets the new hire know that the company is already thinking about them and planning for their arrival.

1. HR should supply clear instructions on where and how to report for the first day. This should include a critical subset of the Employee Handbook regarding work hours, dress code (if applicable), parking considerations, and any other tips to help new hires be ready to go on schedule.
   
   This pre-arrival communication should also detail all the administrative paperwork (Form I-9 employment eligibility verification, Form W-4 employee withholding allowance, any state-specific new hire tax forms) to be completed on their first day. That communication should also advise them what materials to bring with them, including proof of citizenship or work authorization, a blank voided check to set up direct payroll deposit, and emergency contact information.
   
   If your company utilizes an Applicant Tracking System during the recruitment process, it may be possible to have the new hire upload some of these materials or fill out the necessary forms inside the system even before they arrive.
   
   Lastly, make sure reception is aware of the new hire, expects their arrival, and knows who to contact to start the day.
   
2. First thing on the new employee’s first day, HR should get all critical forms completed before they have full access to all systems. This includes acknowledging receipt of an Employee Handbook with a complete code of conduct. This is a simple but essential formality that protects the company from various kinds of liabilities. A good handbook also prominently features the company’s mission and vision to set the tone for the rest of their career there.
   
3. Ideally, the new employee’s supervisor will be the first person to greet them and usher them into the HR administrative tasks above. But that is just a courtesy. Still, that supervisor should definitely plan to meet with the new employee immediately afterwards and sit down for a one-on-one conversation to answer any questions the employee may already have, set clear expectations, and define short- and long-term objectives. This is a helpful and intentional pivot to the real work. For remote employees, not reporting to an office in person, check out our Remote Onboarding Checklist.
   
4. The supervisor can then show the employee around the office(s), pointing out features like restrooms and break rooms, and escort them to their workspace. That workspace should be clean, organized, and fully equipped, ready for the employee to personalize. Arrange for a welcome package of some kind to be waiting for them with treats as well as company-related merch, like a T-shirt, pen and notepad, or mousepad.
   
5. The supervisor should then connect the new hire with a mentor or buddy to provide informal guidance, answer questions, and make them feel welcome. At some point in this process – if practical and appropriate – the supervisor or buddy can also introduce the new hire to the most relevant senior executive at that location. This adds to the employee’s sense of empowerment and emphasizes the importance of their prospective contributions to the company.
   
6. Broadcast a welcome email to all affected team members announcing the new employee’s arrival, role, and their supervisor. If the company uses a chat system like Slack or Teams, post the message there too. 
   
7. Post training to their schedule on the very first day regarding harassment, cyber-security, and other professional conduct-related topics. The training doesn’t have to be completed that day. But the deadline for completion should be as soon as practical, and having the training posted at the very start underscores the importance of these topics in the company’s operations and culture.
   
8. Organize a team event as soon as possible after their start date to connect new hires with colleagues. A company-sponsored Day Two lunch with key colleagues is always a good icebreaker and allows the new employee to introduce themselves in a more personal and informal context.
   
9. Schedule practical, hands-on training as soon as possible. This might include workflow processes, use of productivity software, and procedures for completing administrative tasks like file management, submitting support requests, or completing expense reports.
   
   Depending on the employee’s role and task list, this training may not be critical at first. But getting it on their schedule ASAP lets them know the training is available and it is important.
   
10. The supervisor should also put regular one-on-one meetings on the employee’s calendar the very first day. This signals the start of a close collaborative relationship. And it establishes a recurring opportunity to discuss progress, address concerns, and provide feedback moving forward.

To be sure nothing has been overlooked, feel free to leverage our handy Onboarding Checklist. With all these steps completed or in place, the new employee should be ready to do their best work.

Beyond Paperwork: Why a Positive Onboarding Experience Matters

Never underestimate the significance of employee motivation in achieving maximum productivity. The better employees know how to navigate their work environment, the better they can focus on their responsibilities and the less friction they’ll encounter in fulfilling them. The additional advantages of a solid onboarding process include:

• Making new hires feel engaged and inspired: Let them know the company values them and looks to them for great work that adds value to the company.
  
• Retaining more employees longer: This adds to the company’s institutional knowledge and saves the onerous expense of employee turnover.
  
• Strengthening company culture: Many employees spend more time with their coworkers than with anyone else in their lives. And they can draw their greatest sense of purpose from their work. Excellence is more than what a company produces; it is how it achieves those goals.

It all starts with the onboarding.

Delivering a Successful Onboarding Experience with VensureHR

While a new employee’s supervisor is crucial to a successful onboarding experience, the company’s HR team are the ones who orchestrate and implement it. In this way, HR is a critical contributor to a company’s workforce productivity.

If your HR team is maxed out, consider engaging VensureHR to handle the routine administrative tasks, including management of the 10 best practices for onboarding new employees. As a provider of PEO software and services, VensureHR is positioned to deliver turn-key support for all your HR operations.

And the considerable cost savings on benefits and payroll administration can make the relationship even more attractive. Contact us for a free consultation.