How to Build Your Own Employee Onboarding Plan (+ Example)

Morgane Lança
March 29 2022

Finding the right fit for your company is no small task. After the recruiting process is over, you still need to create a consistent onboarding experience to ensure hire retention. You need an effective employee onboarding plan if you want to motivate your new employees from the get-go!

How to Build your Onboarding Plan?

It is time to build your onboarding plan, and you don’t know where to start? Here are the essential onboarding steps to follow: 

  • Clearly define the onboarding goals, how to achieve them and when, who is responsible;
  • Choose a supervisor to ensure the successful completion of the onboarding process;
  • Customize and adapt your plan to the new hire’s job type;
  • Create integration activities (that match your company values!);
  • Prepare the end-of-probation evaluation by sharing clear objectives and criteria with the employee.

You can also use Writecream’s example and define three main stages for onboarding: Discovery, Engagement, Retention. This will give you a common thread to categorize objectives and activities and build an efficient onboarding plan!

Have you thought about automating your processes to optimize your onboardings? Folks’ onboarding features allow you to create different onboarding templates based on employees’ positions and directly assign tasks and deadlines. In addition, reminders are automated to save you valuable time daily!

The Essential Onboarding Steps

1) Anticipation and Organization

The key to successful integration is preparation! Anticipate your new employee’s arrival and build your plan in advance so you are not caught off guard. This will require good organization skills and the use of appropriate tools.

The first step is to notify and involve the players involved in the onboarding process in advance to set aside time to welcome the new employee properly. As a result, your recruit will feel that their arrival is expected and appreciated!

Another crucial part of your onboarding plan is automating reminders of onboarding tasks and deadlines. Unfortunately, email reminders are time-consuming and often do not fit your busy schedule. Instead, benefit from automated reminders by choosing an affordable HRIS: you will optimize your onboarding processes in no time, both in the office and remotely

Other useful tools to have on hand are employee handbooks and onboarding checklists to avoid oversights. Check out our free onboarding checklist!

2) Good Management of Work Tools

Don’t wait until the last moment to set up your new recruit’s workstation. Prepare all the computer equipment and accesses they will need and useful goodies to celebrate their arrival. Pens and notebooks with the company’s logo are always a nice touch! Feel free to customize the new employee’s workstation to make it cozier. Why not encourage them to bring personal items to help them feel at home from their first day?

As for new remote employees, don’t forget to send them all the necessary tools and small welcome gifts in the mail. In any case, it’s essential that new employees get the comfort they need from the get-go!

3) Onboarding and Employer Brand

Your onboarding process should reflect your company culture. Your new employee needs to know what to expect regarding company values and workspace dynamics.

Take advantage of this critical time to promote your employer brand! It is important to build a solid reputation with future candidates while making a good impression on your recruit. Employee onboarding is the perfect opportunity to: 

  • Share the company’s values;
  • Highlight the advantages and opportunities you offer;
  • Introduce the different teams and organize meetings between employees;
  • Answer all questions and make yourself available;
  • Promote team spirit and healthy professional exchanges.

In short, present your company’s colours and values to mobilize your new hire from the very first days!

4) Ideas for Onboarding Activities

  • Introduction videos and questionnaires

Why not create videos presenting the company and its teams? These videos will undoubtedly appeal to your recruits, who will be able to discover the organization’s values even from a distance. That’s what we do at Folks, and everyone loves it!

Of course, it’s essential to involve your staff in the onboarding video so that the new employee gets to know their team. Similarly, you can create questionnaires about your new hire’s hobbies and quirks and share the answers with their team during their first days in the company.

  • Welcome box with small gifts

A welcome box filled with gifts is always a plus to make you stand out. Clothing with the company’s logo is also a great way to create a sense of belonging from the very first days. Start your collaboration on the right foot with a nice gesture of recognition!

  • A timeless classic: the onboarding team lunch

The team lunch on the first day is a classic that has proven its worth. In addition to providing a welcome break for the new employee, this moment helps build a good dynamic within the team. Turn the meal into a moment of exchange! Your employees will enjoy sharing a bit more about themselves.

Want to discover other original ideas of onboarding activities? Feel free to check our article!

5) Communication and Follow-up

Onboarding is not just a one-day event. It is a long process that must be supported by good communication and a complete follow-up

Don’t hesitate to ask them what they liked – or didn’t like – during their first few days with you. This feedback will be helpful to improve your onboarding process

It is also important to find a balance between autonomy and monitoring: the employee should not feel overwhelmed or left to their own devices. Frequent meetings and good listening skills are therefore essential to guide your management.

An effective follow-up of your employees supports HR strategic management. By quickly identifying integration, motivation or comprehension issues, you can act before these problems impact the entire organization. 

You need to use KPIs (Key Performance Indicators) to build an efficient HR strategy! Folks HR offers detailed HR reports that will quickly become essential to your management.

Examples of Effective Onboarding Plans

Here are helpful examples of onboarding plans to help you start your own. First, check out this welcome kit created by Specify! It outlines corporate values, steps to take during the first few days, and what the new employee can expect.

Here are Sendible’s great tips for building your onboarding plan:

  • Build a solid 30/60/90 day onboarding plan. Each 30 days has an objective (from learning to building to ownership) and your goal is to come up with a list of actionable things you’d like your new hire to do. From taking free courses and receiving training to getting them to contribute on their first major project. Think backwards for this, i.e., where do you want them to be in 90 days and go from there. For example, if you want your new hire to manage your educational blog (or any other marketing channel), start their onboarding by assigning blog updates, then moving on to writing new content, then doing a content/SEO audit, and then slowly starting to manage the blog schedule.
  • Let your employees plan in a way that makes sense to them. Give your new hires the onboarding checklist and let them plan it all out on the project management tool that your team uses. Introduce them to the methodology you use, but also give them their own private space to plan things their way.
  • Encourage them to share feedback, ask questions, and most importantly, raise issues as they see them! Give agency to new hires to come in, question processes, and suggest how to improve them where needed! Sure, a corporate company will benefit much less from this approach as every process follows a strict checklist, but for everyone else, the eagle eyes of a newcomer can help unearth some key areas that need improvement right away.

Use these examples and tips to build an effective onboarding program for your new hires!

An effective employee onboarding process has many benefits: increased employee retention rates, promotion of your employer brand, improved productivity…

By focusing on an anticipated and personalized plan that corresponds to your values, you will establish valuable and lasting ties with your recruits. Indeed, the onboarding will set the tone for your entire collaboration. You must maintain these good practices during your daily management. This way, your employees will feel appreciated and motivated over the long term!

Need to optimize your onboarding processes?

Folks HR offers efficient features for successful onboardings!



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