Blog

We should never underestimate the importance of integrating new hires into a team. First, it’s essential to remember that a person’s first impression of your company can be lasting. Moreover, a good onboarding proves to be a great retention tool. When new employees feel secure and supported during their first time in a new role, they are more likely to stay motivated and engaged. Many things can be done to have a successful new hire integration process. Here are eight best practices that can be easily implemented:

1. A Solid Pre-Boarding

Pre-boarding is the period between the moment the new person accepts the offer and the first day at work. When possible, anything that can be done before the first day at work should be done. This can mean creating IT accesses, the work email, and making sure there’s an assigned workspace with stationery if needed, and equipment.

A welcome kit can be created with anything that is needed for a new employee: policies, tax forms, a personalized welcome letter, the schedule for onboarding, information about the insurance and benefits, etc. You can even add some fun items, such as a branded coffee mug and any other merchandise you have.

The welcome kit can be sent before the first day, allowing the person to start reading and familiarizing themselves with the material.

2. Carefully Plan the Onboarding

Many things go into onboarding a new hire, and it’s fundamental to carefully plan the process. First, make sure you have all the materials ready: training materials, forms, anything that wasn’t in the welcome kit, etc. If there are videos or other multimedia content, ensure you have a device ready.

Carefully review the material to be sure it is up to date. Having things such as an outdated policy or older processes can cause confusion. Having everything ready will also encourage trust and nurture a sense of commitment.

It’s also important to plan pertinent meetings with directors or superiors, as well as key persons. Make sure people are available and committed.

Lastly, pay attention to the general coherence of the onboarding process. It’s always better to balance the quantity of information that is received and also the order in which the activities are done. For example, if the team is using software to enter vacation time and personal data, make sure the program training comes before having to enter any data.

3. Assign Time for Paperwork

Instead of having the person having to rush between meetings or having to fill in forms at night after a long training day, assign time specifically for any necessary paperwork. You can share the material before, as part of the welcome kit, but assigning extra time will ensure that the forms are correctly filled and on time. Ideally, having a resource person to answer any questions during this time can be beneficial. It can be as short as 30 minutes, with the potential to save a lot of time in back-and-forth emails.

4. Have a Mentor or a Buddy

This has become quite a normalized practice and for good reasons. A buddy or a mentor is a current employee who can act as a resource person for the new hire. Ideally, it has to be someone resourceful, knows the company very well and has the time to be available. If needed, make sure their schedule is freed up slightly to make time for this role. A buddy can be virtually anyone on the team, but a mentor will usually be someone with a similar position within the company.

If a mentor isn’t available, shadowing a current employee can also be an effective integration strategy. In this case, the new hire will follow a current employee, witnessing what they do daily and how they do it. It’s a great way to understand the processes more practically.

5. Formally Introduce the Company’s Culture

The company culture should transpire in the way the integration is done, and if the branding is solid, the new hire will likely already have a good grasp of it. However, this doesn’t mean that it should be taken for granted. Sharing the company culture can be done with an introductory video, printed or virtual documents and/or an in-person presentation. Make sure that the new hire understands the company’s values and that the processes are aligned with them. This can include the hierarchy within the company, the communication lines, and more.

6.  Involve Senior Management

Senior managers are often busy, but making time to meet new hires is key to creating a sense of belonging. It can be quick and informal or part of something bigger.

More than meeting the new hire, involving senior managers will ensure that the whole integration process is understood, shared and coherent with the company’s objectives.

7. Use the Right Technology

The key word here is “right.” Technology can be an amazing way to streamline processes, but it can also be a drag when not carefully adapted. Make sure to audit any technology you are using and assess if it’s still working well or if it needs to be replaced. All companies are unique, so the type of technology needed will change from one case to another.

8. Ask for Feedback

Receiving feedback and adjusting the processes according to them is a smart way to curate the best onboarding experience possible. First, make sure the communication is fluid with the new hire. Do they have what they need to be able to work? Is any information unclear? Would they wish to have more time to cover a specific subject? On a short-term basis, you can simply adjust to the person’s needs by providing extra material or other resources. On a long-term basis, you can use feedback to adjust the whole process, the welcome kit or any other pertinent items. Having a follow-up survey with new employees can also be very useful.

Setting the Foundation for Long-Term Success

New hire integration is a crucial element of building an effective and dynamic team. Beyond processes and paperwork, it’s about creating a welcoming and supportive environment that encourages long-term engagement. Whichever best practices work best for your organization, ensure that new employees feel valued from day one. Adapt where needed, but maintain consistency in your approach. A well-structured onboarding process not only boosts retention but also sets the stage for long-term success. And if you need support in refining your strategy, don’t hesitate to contact us.