Question: I just hired a new employee for the first time in a while. What steps should I take and what should I consider when onboarding this employee?
Answer: Onboarding is a process that helps new employees learn about their job position, the company culture, and the employee’s new colleagues. Onboarding also enables the employee the opportunity to complete any necessary paperwork and provide any needed information to their new employer. Employers should establish consistent onboarding procedures and timelines. This will help employers ensure legal compliance and track the documents and information they provide to and receive from employees.
Before an employer makes a job offer, the employer should consider whether there are any conditions on that offer. For example, if the employer has not yet verified the employee’s work authorization or completed an employer-required background check, the employer should notify the employee that the job offer is contingent upon satisfying those conditions. Prior to the new hire’s first day, employers should inform new employees about their start date, where to report and any required documents they may need to bring on their first day.
The employee’s first day should be engaging and informative. Employers should consider a welcoming event such as providing coffee or breakfast to allow new hires to meet colleagues in a relaxed setting. Providing new hires with a contact person or mentor can help new employees transition into their new role by providing guidance and support. Employers should create a structured orientation session for new hires that covers topics such as company history, its mission and values, and practical information about payroll, benefits, and compliance. This is also a time to provide the employee with the employee handbook and any required pamphlets and notices. Employers should also discuss company policies, procedures, and expectations. Onboarding is also a time for employees to ask questions. Accordingly, employers should consider building question and answer sessions into their onboarding process.
During the onboarding process, employees should complete all forms such as employee contact information, emergency contact information, Form I-9, etc. Additionally, new hires should complete any necessary tax and payroll forms such as the W-4, and potentially a direct deposit authorization form, to ensure accurate payroll processing.
Employers should provide the new employee with an overview of available benefits, including health insurance, retirement plans, and paid time off. Providing detailed information allows new hires to make informed decisions about benefits and reinforces the company’s commitment to employee well-being.
It can be helpful to inform new employees how to access the online employee portal, if applicable, to allow employees to further familiarize themselves with company resources and policies. Similarly, employees should provide employees with any necessary company equipment, such as cell phones and laptops, and enable access to the employer’s computer resources.
Onboarding is also a good time to begin any required training sessions. Such training may include legally-required training, safety training, and/or any company-specific training. Examples of legally required training can include sexual harassment prevention training and also workplace violence prevention training. A training plan may also include modules that inform employees about workplace-specific safety procedures. Employers may even use onboarding as an opportunity to provide company-specific training that covers job-related procedures and using and accessing company resources and online applications.
Having an established onboarding process creates a welcoming environment for new hires and also ensures that employers obtain necessary employee-related information and compliance with legal obligations.