VIRTUAL ONBOARDING: UNDERSTAND SUCCESSFUL EMPLOYEE INTEGRATION

 

Did you know that half of all hourly employees leave new jobs in the first 120 days? Avoid the traps that make onboarding your new team hires so challenging. Start things off on a positive note to increase the probability that your new employee will stay in the organization.

This blog discusses why virtual onboarding is important and how you can ensure the perfect welcome for your new employees. Read to the end.  

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WHAT IS VIRTUAL ONBOARDING?

Virtual onboarding is a process of introducing and integrating new employees into an organization through remote access and online tools. This method, particularly beneficial in the era of remote working and split teams, offers flexibility, convenience, and cost-effectiveness.

There are several components of virtual onboarding, which include the following:

• DIGITAL DOCUMENTATION AND PAPERWORK: New hires can fill in their tax forms, agreement papers, and employee manuals online.

 

• ONLINE TRAINING AND ORIENTATION: New employees undergo training sessions via videoconferencing, webinars, or online learning platforms, during which they learn about company cultures, policies and procedures, and their job responsibilities.

 

• VIRTUAL MEETINGS WITH TEAM MEMBERS: Team members may hold discussions using either video conferencing or virtual meetings with other colleagues from different departments.

 

• DIGITAL COMMUNICATION TOOLS: Tools like emails, instant messaging applications, and project management software enable communication and collaboration among groups working remotely.

 

• REMOTE ACCESS TO RESOURCES: Remote access to information technology resources will provide employees with all the tools they need to accomplish their tasks remotely.

 

• VIRTUAL MENTORSHIP AND SUPPORT: Some companies assign new employees, mentors or buddies to guide and support them throughout their onboarding process.

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WHY IS THE ONBOARDING PROCESS SO IMPORTANT FOR EMPLOYEES?

Onboarding shapes the course of an entire employment journey, influencing engagement, productivity, and, ultimately, retention. Effective onboarding ensures that new employees feel valued, understand their roles, and settle down in the organization smoothly and with utmost ease.

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WHAT ARE SOME OF THESE ONBOARDING TRAPS?

Onboarding traps refer to common pitfalls or challenges that organizations face during the process of onboarding. Such traps can interfere with the program’s effectiveness and affect how new employees feel on their first day at work. Here are some of the key onboarding traps:

• LACK OF PLANNING: If an organization fails to plan prior to onboarding, it might end up with a chaotic and ineffective program. This causes confusion among newcomers, which results in a subpar onboarding experience.

 

• INFORMATION OVERLOAD: Giving too many details to new employees can cause confusion and is counterproductive. The trick is to create a balance between overwhelming new employees with information overload and prioritizing what is most critical during the boarding process itself.

 

• POOR COMMUNICATION: Poor communication between HR, hiring managers, and recruits can lead to misunderstandings, hold-ups, and disappointment. Clear and ongoing communication is vital for new employees to understand their roles and responsibilities. 

 

• LACK OF PERSONALIZATION: An onboarding approach that fits all may fail to consider individual employees’ particular needs and preferences. Personalizing the employee onboarding process based on an employee’s position in the organization and history can enhance engagement and retention.

 

• INSUFFICIENT TRAINING AND SUPPORT: Failure to give proper training and support to new employees might make them feel unprepared for or unsupported in their jobs. On the other hand, offering them the right training programs and ongoing support will keep them going.

 

• NEGLECTING CULTURAL INTEGRATION: Disregarding cultural integration can make it difficult for an organization to assimilate its new employees into its own culture. Therefore, integrating cultural orientation into the company from the start helps foster better connections among new recruits.

 

• KEEPING AWAY FROM EVALUATIONS AND CRITIQUE: Feedback from new employees and other stakeholders should form the basis for continuous improvement onboarding programs. Missing out on feedback and refusing to make necessary adjustments could imply missing opportunities for better organizational performance.

 

• RIGID ONBOARDING PROCESSES: Rigorous and unyielding onboarding processes may not be able to adapt to the ever-changing needs of the organization or its employees. Therefore, it is essential that they are as flexible as possible and ready to change.

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WHAT CHALLENGES WILL HIRING AUTHORITY FACE WITH ONBOARDING?

Challenges hiring authorities will face with onboarding are:

CHALLENGE #1: THE PERSONALITY

Recognize that every new hire is unique and may require tailored support and guidance.

 

CHALLENGE #2: FIND THE TIME FOR ONBOARDING EFFECTIVELY

Allocate dedicated time and resources for onboarding to ensure it receives the attention it deserves.

 

CHALLENGE #3: AVOID INFORMATION OVERLOAD

Break down information into digestible chunks and provide ongoing support and resources to reinforce learning.

 

CHALLENGE #4: EXPECTATIONS AND ROLES AND RESPONSIBILITIES

Clarify roles, expectations, and performance objectives from the outset to minimize confusion and ambiguity.

 

CHALLENGE #5: UNDERSTANDING HOW YOUR NEW JOINEE IS COPING

Regular check-ins and feedback sessions can help gauge new hires’ progress and promptly address concerns.

 

CHALLENGE #6: BELIEVING THAT HR IS THE SOLE DEPARTMENT RESPONSIBLE

Onboarding is a team effort that requires collaboration across departments to ensure a seamless experience.

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SURVIVING THROUGH THE ONBOARDING TRAPS

It takes a strategic approach to maneuver through the maze of onboarding. Let’s break it down;

 

 

WHAT ARE THE ONBOARDING TOUCHPOINTS

Every interaction counts from pre-boarding through the first three months. Create clear touchpoints that will provide guidance for new hires’ seamless journey.

 

BEFORE THEY START AND EARLY DAYS

Support them by offering pre-boarding materials and a warm welcome. A day before, be ready with all the essential equipment and resources needed to avoid any delays or frustrations.

 

THE FIRST WEEKS

Focus on establishing rapport, introducing team members, and delivering comprehensive training. Encourage questions and provide room for feedback to promote open communication.

 

CREATING COMMUNITY OVER THE FIRST 3 MONTHS

To ensure that new employees understand the company’s culture, conduct activities to foster team building and offer continuous assistance or mentorship where required.

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BOTTOM LINE

When organizations make onboarding seamless, they lay a foundation for long-term success. The ability to welcome new employees into the organization and provide them with everything they need is applauded. So, why miss a chance?

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GET THIS COURSE FROM COGGNO

Do you want to improve your onboarding process? Visit Coggno for a comprehensive virtual onboarding (course) that will help you streamline your onboarding process.

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