Starting a new job is often compared to the first swimming lesson. While the goal of learning to swim might be achieved rapidly, a 'sink-or-swim' approach to new hire orientation can leave the employee feeling lost and scared. This approach, which involves little to no guidance or support, can lead to feelings of isolation, disengagement, and even failure in the long run.
The same is true for new hires: a rushed onboarding process often backfires, as the employees feel isolated, disengaged, and unmotivated in the long run.
Let’s be honest. Beginning a new career can be daunting, regardless of whether it's a junior, mid-level, or leadership position. Employee orientation relieves stress and smooths the hiring process.
Large companies have realized the significant benefits of a well-structured new hire orientation program. Such programs are designed to help new employees understand the company’s values and gain insights about their role, leading to increased productivity in a shorter span of time. A well-structured orientation program also fosters a positive company culture, reduces turnover, enhances employee engagement and satisfaction, and contributes to the overall success of the organization.
Properly executed, the new employee orientation helps the individual immerse in the workplace culture and learn about their role in the organization.
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Employee orientation is the method of introducing fresh hires to their the job and their company. The process includes a review of the company's culture, and mission, as well as a tour of the workplace. New hires are given an outline of their job responsibilities and expectations.
It's crucial to emphasize that their role is not just a cog in the machine, but a vital part of the company's success, making them feel valued and integral to the company's operations.
The new hire orientation process starts with the manager-employee professional relationship and team collaboration. The direct supervisor plays a crucial role in this process, as they are the primary point of contact for the new employee. The orientation typically occurs on the first working day or week and aims to provide recruits with basic organizational information. The supervisor's involvement in the orientation period facilitates a smooth transition for the newcomers, helping them feel comfortable, included, and ready to work to their full potential.
An engaging new hire orientation process represents the foundation for successful collaboration - the main ingredient for effective teams. By emphasizing the collaborative nature of the orientation, we can make the new hire feel a sense of belonging and teamwork from the very beginning.
HR experts strongly recommend implementing a standardized, organization-wide tool to ensure new employees receive a comprehensive yet manageable new-hire orientation experience. This approach benefits the new employees and ensures that managers can focus on their day-to-day work without disruptions.
New hire onboarding and orientation go hand in hand. In practice, orientation is a significant part of the broader employee onboarding process.
However, they refer to different features of integrating an employee into your organization.
ORIENTATION | vs. | ONBOARDING |
|---|---|---|
The day of the employment | Starting point | Before the new employee officially starts working |
Role in the company: An introduction to the company’s rules and values, HR policies, and job responsibilities | Focus | Role in the department: Ongoing support to help employees learn more about their specific role within the department |
One-time event: It occurs over the first day or week of the employment | Time frame | Ongoing support to help employees learn and accustom to their specific role |
Classroom: A conference-style approach taking place in a meeting room or online | Setup | On-the-job: a hands-on experience that includes specific training, meeting the supervisors |
Big picture activities: introduction to the company’s mission, vision statements, and policies; safety procedures; introduction to coworkers and workstation; logins and security clearances | Content | Activities tailored to the new hire: meetings with a supervisor; specific training for the job; feedback, goal setting, and performance review; mentorship or buddy system with a colleague |
Ready for training: Train and prepare the new employee to start working | Outcome | Ready to contribute: Get the new hire prepared to reach their full potential |
To foster a 'thriving' workplace environment where everybody feels included, you must take more steps than just a formal handshake. A 'thriving' environment is one where employees feel valued, supported, and motivated, leading to increased productivity and job satisfaction. Here is how to create a memorable New Hire Orientation program contributing to this environment.
From the first moment your new employee steps in, you must focus on making them feel valued and ease their anxiety.
Greet them with a smile and an agenda outlining the expectations for their first days in the new position. Plan an office tour through the workplace and facilities and introduce them to their team members.
By offering a welcome card signed by the team or arranging a one-on-one meeting for a casual conversation with the direct supervisor, you can significantly reduce the stress and create a connection from the start.
The employee handbook includes crucial information about the company’s benefits packages, pay periods and frequency, health insurance, attendance and leave policies, procedures, and rules of conduct.
Organize an interactive learning session and invite an HR representative or the direct supervisor to ensure the new recruit understands every key aspect of the handbook.
Once you discuss the key features of the employee handbook, it is time to dive deeper into the specific policies, procedures, and expectations.
Focus on the specifics that govern day-to-day operations, such as safety protocols, IT security policy, dress code, breaks, anti-harassment, and other ethical guidelines. They will help the new hire learn from the beginning what is accepted/ not accepted in the workplace and avoid doing something offensive or embarrassing.
During this step, you must emphasize the company’s mission and objectives and the expectations from the position.
By setting clear targets, the new employee understands their contribution to the higher goals of the organization.
Schedule a meeting with the direct supervisor to clarify daily tasks, short—and long-term objectives, KPIs, and how their role impacts the organizational bottom line.
Once the employee understands the roles and responsibilities of the new position, the next step is to define achievable goals and the steps to attain them.
The recruit and direct supervisor should have an in-depth discussion to identify the goals that align with the organization’s objectives and the employee’s career aspirations.
After setting SMART goals, establish a detailed action plan with the future steps and resources required to achieve them.
During this step, you must clearly define overarching expectations regarding the employee’s contribution to the company’s strategic mission.
Encourage the freshly hired employee to pose questions and share anything that worries them. Ensure they understand the organization’s core values, work ethics, and the general standards of professionalism in the workplace.
The critical purpose of an effective orientation process is to help the new hire integrate into the company’s ecosystem as smoothly as possible.
A crucial part of the integration is showing the workspace, common and break areas, meeting rooms, and outdoor spaces.
Create a personalized tour around relevant areas and introduce the new employee to the team and other departments. Present them with the company’s specific working methods, such as remote, on-site, or hybrid.
New hires typically have the same concerns about their job and the company. Gather feedback, put these questions in a FAQ format, and answer them as honestly and thoroughly as possible.
Your FAQs list should cover numerous topics, from day-to-day operations and conduits to more complex subjects, such as performance review processes or project management methodologies.
Regardless of how comprehensive a FAQ list might be, there will always be unaddressed topics. Encourage the new employee to speak their mind and make them feel heard from day 1.
Investing time and resources in the orientation program is the first layer of a strong foundation for fostering excellent professional relationships and building a positive workplace environment.
On the first day, emotions can be intense and overwhelming. The new employee often feels on edge, and not knowing how the day goes will only worsen the situation.
A simple handshake and one-way speech was so yesterday!
Instead of being old-fashioned, use multimedia tools to create a dynamic and engaging agenda that helps new hires ease their mind while learning about how their first day will unfold.
Allow enough time for each session and ensure it starts and ends on time. Follow the schedule and ensure every segment runs smoothly, without delays or skips.
Being meticulous and on time with the agenda demonstrates your excellent time-management skills. In return for respecting their time, your employees will always be time-conscious and punctual.
While providing the employee manual is crucial, the truth is that the employee rarely reads it during orientation.
For an unforgettable experience, you should create accessible and well-designed content to introduce the new member to the workplace, colleagues, and key leaders in the organization.
By crafting a personalized orientation program, you prove your desire to make the new hire feel welcome and valued. The impact of these impressions will last longer than simply handing a mass-produced handbook.
The best method for learning about social and professional networks in the workplace is to allocate each new employee a supervisor or mentor.
The role of a mentor is to guide and give the new hire insights into the dynamics and expectations within the team.
There will always be room for improvement. Honest feedback is the best tool for helping you in this direction. The employee experience begins the moment your new hire steps in.
Regular and timely feedback helps you identify the new employee's concerns and address them before confusion turns into disengagement.
As stated before, employee orientation is a crucial segment of the onboarding process.
Therefore, before starting the orientation program, you must go through some specific preparations so the day runs smoothly:
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You may tailor the orientation day according to your company and the position. Here are the most common activities to include in your checklist:
☑ Welcome the new hire and begin the registration process
Provide name tags and a welcome package containing the agenda, company merchandise, and other resources.
☑ Introduce the company culture to the new employee
You must present the company’s culture, mission, values, and vision during this session.
☑ Company Overview
Create an engaging presentation of the company’s history, evolution, current organizational structure, and working methods.
☑ Lunch
Arrange a casual lunch and invite team members and managers. This informal environment helps the new hire connect and socialize.
☑ Meeting with the manager and heads of departments
By including a meet-and-greet session with the manager and heads of significant departments, you facilitate a clear visualization of the new hire’s position and where it fits in the organizational chart.
☑ Give a company tour
Give the new employees a company-wide tour, guide them around the offices, and highlight key areas and facilities.
☑ Provide specific training
Perform a hands-on training session relevant to the new employee’s role and provide mandatory safety training.
☑ Q&A session
Conclude the orientation day with a question-and-answer segment to address new hire's concerns and provide additional information.
Focusing both money and time toward developing a robust Employee Orientation program is a strategic investment in your most valuable asset: your people.
Here are the key benefits of an excellent New Hire Orientation program:
1. Foster team collaboration
Meeting the team members and direct supervisor during the less formal orientation day creates a strong sense of collaboration within the team. The new employee integrates and reaches higher levels of productivity faster.
2. Boost employee productivity
A thorough awareness of obligations, duties, and routines increases the new hire’s ability to contribute efficiently to the team’s goals. An efficient Orientation program boosts productivity and increases employee retention rates.
3. Higher employee retention rates
According to a BambooHR survey, 89% (of employees) say an effective onboarding process helped them feel very engaged at work. An excellent orientation program ensures they start on the right foot and have a positive experience while improving retention rates.
4. Enhance company reputation
A well-crafted, informative, and engaging orientation process creates a strong bond between the company and its workforce. A happy workforce is the best brand ambassador for your organization.
Should you pay new hires during the orientation?
Absolutely! The new hire orientation happens during working hours. The program includes activities related to the employees’ work, and you must pay them for this period.
How long should orientation last?
Many HR experts state that a meaningful new employee orientation should last from three hours to a workday. A rushed orientation program may lead to clarity and consistency.
Can I conduct an orientation program for virtual new hires?
Yes. Virtual orientation is very similar to in-person orientation. Use the company’s communication channels to send the agenda in advance, schedule an online meeting with the team and managers, and include a virtual lunch for team members to socialize.
How important is the new hire orientation?
Very. The benefits of new hire orientation are numerous, from reducing first-day stress and increasing the employee’s commitment and productivity to a thriving workplace environment and a more positive collaboration within the team.
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