Day one for a new hire and you, the trainer, don’t know just where to start.
When it comes to welcoming new employees to your company, the onboarding process can often be a first impression of your organization to the newbie. It is the first time they are coming in as a part of the team and will be introduced to how things are done at your company. Here are some tips to help you get the relationship off on the right foot!
Over communicate
Employees should know what is happening every step of the way throughout this onboarding process. Let employees know what to expect, and those expectations will remove their anxiety and open up room to listen to the important items at hand. Talk them through each step before it happens, as it is happening and after it is done. There is no such thing as over communication — but under communication can be detrimental.
Make the employee feel welcome
Smile when they walk in and if possible, be expecting them and have all materials prepared ahead of time. It’s a little thing, but it can change a tedious thing like onboarding paper
work into a positive experience. It helps to create a positive relationship with the employee that can be maintained throughout their employment at your company.
Know your technology well and be prepared for failures
As more and more companies are going towards electronic onboarding paperwork, you have to become an expert in the technology your company is utilizing. Technology is very efficient and can make New Hire Paperwork much simpler, but it is not without its quirks. Know that you will have times where it fails you completely, so have a backup plan (and maybe a few jokes!) ready.
Be proactive with paperwork
As you repeatedly go through your onboarding process, you will find that certain aspects of it cause issues — it’s an inevitable part of technology and user error!. It is helpful to keep an eye on employees and as they get to these parts, offer tips to help them through it before it becomes a frustration.
Use your resources
In the age of technology, it is important to use all the tools available and within your budget to make your onboarding process easier. Many HR technology platforms make it possible to combine your onboarding functions into your employee management platforms. Shamelessly make your job easier by using all the technology you can to automate these processes! Ask your software provider on tips, tricks and modules to transform your technology.
Have employee information packets ready to go
You know the information you give them backwards and forwards, but they definitely do not. Give them something to refer back to that answers most questions and provides contact information for any questions that are not answered.
Check IDs and paperwork before the employee leaves your office
It solves a lot of headaches further on down the line if you can catch problems while employees are still in your office. Check IDs for validity, names, and expiration. Check paperwork for common errors, like accidentally recording current year instead of birth year on the I-9 form. If you can catch these errors while the employee is still in office, not only does it make your job easier, but it makes you look more competent and helps the employee trust in your ability to take care of them.
Check, double-check, and triple check
There is no simple way to get around this when it comes to data entry. You just have to check for accuracy to ensure your company remains compliant. If possible, have different people check the same items to ensure accuracy. Sometimes getting a fresh pair of eyes on something you have already looked over several times can do the trick.
Make sure employees know about pay and benefits
This information is of the greatest concern to every new employee coming through your door. Make sure to take time explaining your company’s policies regarding these topics clearly and give the employee a chance to ask any questions regarding either of these topics. You can’t know everything, so if you don’t know the answer, put them in contact with the person at your company who does.
Be patient!
You will go over this information multiple times a day. But remember, as the fifth person you’ve talked to that day asks about how to set up direct deposit, this is the first time that person has heard this information. Put yourself in the employee’s shoes. Remember that they just want to make sure they are taken care of. Give them a smile and answer that question like it’s the first time you’ve heard it.