Mastering the Art of Onboarding: A Synthesis of Insights from Top HR Leaders

In the fast-paced world of tech companies and startups, the bridge that ushers a new hire into the intricate machinery of an organization is the onboarding process. It's more than a mere initiation—it’s an art form that, when done right, can create harmonious beginnings and pave the way for long-term success.

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It has been said that a great onboarding process can improve retention rates by as much as 82 %. But despite this, only 12 % of employees say their employer does a great job of onboarding. In these times with hybrid and remote working, things are even more challenging; how do you make sure new employees:

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• Feel connected to their colleagues
• Understand your company culture
• Know where to go for the information they need when you may not even have met them in person

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Drawing from the insights shared by seasoned HR professionals, namely: Natalie Manga (Rika Learning), Taaka Odera (Human Performance Dynamics Africa), Myrah Rukaria (Wowzi), Jane Mutsinze (Ndovu), Hannah Mwaro (Zanifu), and Gathoni Mwangi (Bboxx) at our recent HR Breakfast Roundtable on Friday, 22nd September, we have put together this article. It highlights the essence of onboarding and strategies to make it resonate effectively.

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We have shared an onboarding guide and checklist that caters to different working situations (i.e. remote, hybrid, and in-person) for you to implement within your company. To get access to the onboarding guide, Click here!

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Understanding the Gravity of Onboarding

The onboarding process transcends mere administrative tasks. It's about fostering alignment, instilling purpose, and crafting a sense of belonging right from the first interaction. It’s a symphony of first impressions—how an employee perceives the company and vice-versa. The intricacies of onboarding reflect directly on productivity, morale, and retention rates. Thus, understanding its weight is the first step towards refining the process.

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Common Missteps and Their Remedies

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Across varied sectors, HR leads have frequently referenced a number of common onboarding pitfalls:

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1. Lack of Pre-Onboarding Preparation: Whether it's logistical like access cards and email setups, or more substantive like orientation material and mentor alignments, what can be done prior to the first day should be done. It sets the stage for a smoother transition and makes the new hire feel valued. It also saves time on their first day for meaningful interactions with their new team.
2. Gaps in Communication: Onboarding isn't a one-time event. It’s a continuous dialogue that starts from when the new hire accepts their offer. Ensuring regular check-ins, especially during the initial weeks, is pivotal. Every touchpoint, and every conversation fosters a deeper connection between the new hire and the organization.
3. Lack of clarity on the role, KPIs, and definition of success: A clear understanding of the role expectations and success metrics is crucial from the outset. Providing a detailed job description, discussing KPIs, and defining success metrics with the new hire before they start can prevent confusion and ensure alignment.
4. Lack of ownership for the onboarding process by the hiring manager: The hiring manager's active engagement in onboarding is vital. Their involvement in regular check-ins, providing guidance, and coordinating with HR for a tailored onboarding plan helps new hires feel supported and clear about their roles and expectations.
5. Ensuring team alignment about the new hire: It’s important to ensure everyone on the team understands the new hire’s role and responsibilities. Clearly communicate how the team and the new hire will collaborate, preventing misunderstandings and conflicts early on. It’s highly encouraged to host a meeting to introduce the new hire to the team, fostering an initial rapport.

Strategies to Enhance Onboarding

1. Embrace Feedback: Onboarding, like all processes, must evolve. Mechanisms such as post-onboarding assessments and surveys can be invaluable. These insights help in fine-tuning procedures, keeping them in alignment with changing needs and sentiments.
2. Tailored Experiences: No two individuals are the same, and neither should their onboarding processes be. Tailoring onboarding to fit roles, seniority, and situation (e.g. remote, hybrid) can make the experience more enriching and effective.
3. Extend the Timeline: Onboarding isn’t just about the first week or month. It's an extended journey of integration. Companies should view onboarding as an ongoing process, ensuring support and mentorship continue beyond the traditional 30-60 days onboarding period.
4. Increased ownership of the onboarding experience: Ensuring that the curation of a new hire onboarding experience is not just an isolated HR activity but a collaborative effort between HR and the hiring manager.

The Crucial Role of Communication

It can't be stressed enough: transparent and consistent communication is the backbone of an effective onboarding process. From the outset, providing a clear timeline post the job offer stage instills trust. Regular feedback loops and open channels for questions or concerns foster an environment where new hires feel heard, valued, and aligned with the company's broader vision. Clear communication also sets the right expectations.

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A holistic approach to onboarding—one that intertwines strategy with empathy—can be transformative. It's not just about integrating an individual into an organization but about creating a resonant experience that sets the tone for their entire journey within. By internalizing the insights shared by top HR leaders, organizations can step up their game and ensure they curate the right onboarding experience for their new hires and over time increase employee retention rates.

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🎯 Want to participate in our upcoming Breakfast series, get in touch and we’ll let you know about our next event.

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