Adopting A Twin-Pillar Approach To Employee Onboarding

Michael is a human resource consultant with Insperity. He specializes in team building, employee engagement and performance improvement.

Successful business initiatives are typically built upon twin pillars that provide the necessary structure and support to achieve desired goals and outcomes. One cannot exist without the other, and each is designed to complement the other’s components as they work in tandem to propel an organization forward.       

The two pillars — strategic planning and tactical planning — serve as the foundation on which business leaders operate to develop/implement companywide programs/processes that have an impact on the success equation for the business.

One critical function of an organization’s operations is the employee onboarding process, which integrates new hires into the company. Employees are the lifeblood of an organization, therefore, making a great impression with an effective, well-thought-out employee onboarding system can mean the difference between job keepers and job seekers.

According to a CareerBuilder survey, 36% of employers lack a structured onboarding process, which can lead to negative effects such as higher employee turnover, lower productivity, decreased employee morale and lower levels of employee engagement.

Business leaders who adopt a twin-pillar approach to employee onboarding will help to ensure a solid base of top performers and continued success for their organizations.

Strategic Planning

Strategic planning is a systematic process for developing an organization’s direction and objectives necessary to achieve future success. It aligns closely with the company’s mission, vision and values on a broader level to achieve long-term objectives and continuing business success.

Typically conducted at the executive level with a deliberate focus on the direction for the future, strategic planning helps determine what should be done, why it should be done and how to measure effectiveness. When this process is simulated departmentally throughout an organization, it creates a synergistic effect in which the whole is greater than the sum of its parts.

As business leaders develop a strategic plan for employee onboarding, four areas should be taken into consideration.

• Mission: Welcome new hires to the company in a systematic manner that ensures the company maintains a strong core of knowledgeable employees.

• Vision: Develop a two-pronged, scalable process that is standardized and personalized for each employee, resulting in an optimal experience that leads to long-term success.

• Objectives: Introduce new employees to the corporate culture, help them become productive sooner, connect employees to build relationships and prepare them for a lengthy tenure.

• Metrics for effectiveness: Lower employee turnover, higher productivity, more engaged employees and increased levels of employee morale are good indicators of an effective program.   

For the next step, business leaders should rely on their departmental leadership to develop a tactical plan for employee onboarding that supports the strategic plan.  

Tactical Planning

Tactical planning outlines the specific actions and steps necessary to achieve the goals of the strategic plan. This involves developing standardized processes and procedures that serve as a road map, which helps to ensure alignment with the corporate culture and consistent, effective outcomes.

While strategic plans are developed by higher-ranking executives and more broadly focused, tactical plans are typically designed by managers and narrower in focus. Managers are better equipped to define the tactics because they are more familiar with day-to-day activities and work closely with the team members who will execute the tactics. When the tactical plan is finalized, managers should share the tactics with employees, explain the process, connect it back to organizational goals and assign responsibilities for execution.

As managers plan their employee onboarding tactics to support the strategic plan, there are some key components to consider that go beyond the paperwork.

• Begin early. Onboarding should begin after employees accept job offers, rather than on their first day of work. When managers reach out with welcome calls/emails, touch base frequently and share required paperwork in advance, it helps new hires feel connected and reassured that they made the right decision.

• Create a personalized plan. A plan tailored to specific positions should be provided for the first three months on the job, helping employees become competent and well-versed in their roles and responsibilities within the company.

• Prepare the workspace. A desk, computer and basic supplies should be ready on the first day so new employees feel wanted and have a designated space.

• Make a great first impression. Managers should share a welcome video/letter from the CEO, take new employees to lunch and introduce them to co-workers on the first day to help employees acclimate to their new environment.

• Clarify the role. Managers should explain how their role contributes to the team and company, share the chain of command and address goal setting to lead to well-prepared and knowledgeable employees.

• Share the culture. When managers share unique aspects of the culture and established processes, procedures and protocols for conducting business, new employees will face fewer roadblocks and be able to ramp up more quickly.

• Demonstrate office technology. Conduct a brief training on some of the standard workplace technology, such as accessing employee portals and the company intranet, locating online employee handbooks, submitting timesheets and requesting PTO to help employees avoid frustration.   

• Assign mentors. If new employees have designated mentors they can go to with questions, it not only helps them to feel supported but allows them to connect with co-workers and learn their role more quickly, thereby improving productivity.

• Encourage feedback. When new employees are encouraged to share their ideas, thoughts, concerns and goals, they will feel more integrated with the team and company, helping them become productive and engaged in their new position.           

When these tactics are incorporated into an employee onboarding program, new hires will become more entrenched in the culture and acquire the knowledge, skills and tools needed to be productive, dedicated employees for years to come.

Employee onboarding is a critical function within every organization that supports the needs of employees during a critical period of employment. When the twin pillars of a well-developed strategy and detailed tactical planning are adopted for employee onboarding, companies should experience a workforce of well-prepared employees thriving in their roles and contributing to the bottom line.

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