Effective onboarding - from offer onwards

In my experience of more than two decades of recruitment, across the industry up to 20% of candidates may renege on an offer they’ve accepted or abandon their new job within three months.

The good news is that implementing a few of quick, easy and cheap onboarding actions can significantly reduce that figure.

What is onboarding?

Onboarding is a structured process designed to improve the integration of new employees into the company. A robust onboarding programme ensures regular contact between the successful candidate and their new employer starting the moment they accept the offer, through until they have fully integrated into the company (typically 3-12 months).

Why do candidates wobble?

Transitioning to a new job is stressful. Candidates are leaving behind a familiar environment, colleagues/friends and a comfortable role for an unfamiliar environment and potentially more challenging job. Meanwhile, their current employer may go on a ‘charm offensive’ flattering them, playing up any uncertainties and offering (or promising) them pay rises or promotions in an attempt to get them to stay.

Regular contact from their new employer can bolster the candidate’s confidence they have made the right decision and have a profoundly positive impact on their commitment.

What does a good onboarding process look like?

Every onboarding process varies but here is a template that covers the main steps:

• Upon acceptance – the hiring manager should:
  • reinforce excitement: by reiterating their enthusiasm for the candidate joining the team;
  • provide contact information: so the candidate feels part of the team and has an easy way to ask any questions that occur to them;
  • keep in touch: proposeregular communication—such as sharing company newsletters or inviting the candidate to informal team gatherings to help build a sense of belonging; and
  • set expectations: communicate when the candidate will receive details about their first day.

• Until the first day – try to maintain contact at least once a fortnight with updates or company news.

• The week before
  • First day details– clarify the start time, location and who will meet them. Provide an outline draft schedule of their first week together with details of any documents or other information they should bring.

• On the first day
  • Starting a new job can be overwhelming… assimilating names and faces; grappling with IT systems; company structures and processes; an expectation of responsibilities and targets etc. To ease this transition:
    • Provide a clear, printed plan for the day, plus a checklist of what they should expect over the coming days.
    • Introduce key support systems, such as
      • a buddy – a go to contact for any queries as they bed in
      • a mentor – someone earmarked to help their development,
      • a session to discuss responsibilities and expectations; and to agree short- and longer-term targets

Handover

Whether or not a handover in person is possible, ensure that the outgoing employee documents key aspects of the role including current projects, login details, and contact information for essential colleagues.

A comprehensive handover document can significantly expedite onboarding. If possible, allow the new hire to meet the outgoing employee to facilitate introductions and clarify any queries from the document.

Beyond the first week

Remember it takes weeks, if not months, for new employees to feel settled. Schedule formal or social catch-ups at two weeks, one month, three months and six months to assess progress against targets, gauge overall satisfaction, and provide a platform for discussing any concerns.

Using us, your recruiter

We are here to support you throughout the acceptance and onboarding process. While it’s crucial for the new hire to build a relationship with you, we can also serve as a neutral third party. This allows candidates to express any lingering concerns or questions while keeping their motivations for change in focus.

And, of course, if you need assistance designing or refining your onboarding processes, our experience and expertise make us an exceptional partner.